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California State University, Long BeachCalifornia State University, Long Beach

CSULB IIPP Program Description

In 1973, the state of California adopted its own safety and health program, as permitted by the federal Occupational Safety and Health Act (OSHA) of 1970. The California Department of Industrial Relations, Department of Occupational Safety and Health (Cal-OSHA) establishes comprehensive occupational safety and health regulations that protect the working women and men of California. Title 8 of the California Code of Regulations (CCR) mandates that all California employers develop an Injury and Illness Prevention Program (IIPP). The IIPP must detail the means and methods each employer will use to ensure the safety and health of its employees. This IIPP requirement is unique to California; there is no analog regulation in the federal standard. As such, the working men and women of California enjoy the unique protection and benefits required by this regulation. California State University, Long Beach (CSULB) maintains its IIPP in full compliance with state requirements. The University also seeks to ensure that all of our employees and contractors are cognizant of the requirements of this regulation and that their health and safety is protected by this program.

Injury and Illness Prevention Program Scope

The CSULB Injury and Illness Prevention Program (IIPP) is the capstone program for ensuring that employees of CSULB have working conditions that are safe and healthy. As required by California regulation, all other safety programs and required training are governed by the principles set forth in the CSULB IIPP. Training and inspection requirements for other enforcing agencies and/or certifying entities shall be harmonized to ensure compliance with California requirements and the requirements of the CSULB IIPP.

Policy Statement

It is the policy of CSULB to provide a safe and healthy campus environment for faculty, staff, students, and the public. To help achieve this goal, the university will promote a comprehensive IIPP that integrates a cooperative effort of the whole campus community to identify and eliminate unsafe conditions/ practices, to control health hazards, and to comply fully with all applicable safety and health regulations.

The President of CSULB is ultimately responsible maintaining a safe and healthy campus environment. As delegated by the President, CSULB employees are responsible for developing, implementing, enforcing and maintaining the University's IIPP. CSULB deans, directors, department chairs, managers, and supervisors shall take a leadership role in ensuring the program's effectiveness through developing the proper safety culture for those they supervise and ensuring that all operations under their control are conducted in compliance with applicable regulations and university policy. Additionally, each employee is responsible for preventing workplace injuries/illnesses by continuously performing their job duties consistent with university safety program requirements.

The CSULB IIPP provides the framework and context for the University's overall health and safety program, and establishes the University's commitment to a campus culture that creates a safe and healthy environment for our faculty, staff, students, contractors, and visitors.

I. Responsibility

Gary Pons, Assistant Director of Environmental Health and Safety, as delegated by the University President, is responsible for the implementation and management of the CSULB Injury and Illness Prevention Program (IIPP). In this respect he is responsible for ensuring the Office of Environmental Health and Safety (SRMIS) shall:

  • Provide advice and guidance to all university personnel concerning IIPP compliance requirements;
  • Provide centralized monitoring of campus activities related to implementation of campus IIPP;
  • Ensure scheduled periodic safety inspections are performed in compliance with regulatory requirements and assist management staff in identifying unsafe or unhealthful conditions;
  • Ensure safety and health training programs comply with regulatory requirements and university policy.
  • Maintain safety and health records consistent with the requirements of this document and regulatory mandates.
  • Ensure program audits, both scheduled and as required by a process, equipment or personnel change, or by a safety program mandate are performed.
  • Interpret existing or pending safety and health legislation and recommend appropriate compliance strategies to university personnel.
  • Conduct at least an annual review of this document and make the current revision available on the SRMIS web site.

Deans and Directors shall:

  • Develop procedures that ensure effective compliance with the IIPP, as well as other university health and safety policies related to operations under their control.

Managers and supervisors shall:

  • Develop and maintain area specific safety procedures.
  • Establish clearly outlined safety responsibilities in the job descriptions that govern their employees.
  • Conduct and document preliminary investigations of all reported industrial injuries and illnesses.
  • Provide and document general and job specific safety training.
  • Maintain current Material Safety Data Sheets (MSDS), either in hard copy or electronic form, for all hazardous materials used in their specific departments.
  • Ensure that all hazardous materials are properly labeled, stored and, as appropriate, identified for disposal.
  • Conduct and document periodic safety inspections of facilities, equipment and projects to identify unsafe conditions and practices.
  • Initiate disciplinary action, as defined in the applicable employee Memorandum of Understanding (MOU), to employees who fail or refuse to follow established university safety program requirements.
  • Ensure that all employees are provided with appropriate personal protective equipment (PPE) and are trained on the proper use and maintenance of such equipment.
  • Ensure that all employees receive specific and periodic medical examinations that are applicable for their job description and meet mandated federal and state regulations.
  • Maintain safety and health records including, but not limited to periodic inspections, accident investigations, corrective action documents and disciplinary documents consistent with the requirements of this document.

Employees and students shall:

  • Implement established safe work practices at all times while performing their duties. This also includes accountability for using any issued PPE for protection against identified hazards.
  • Comply with all applicable university safety and health policies and regulations.
  • Report all unsafe conditions, when observed and without fear of reprisal, to their immediate supervisor, the SRMIS office or University Police.

College of Natural Science and Mathematics (CNSM) Safety Department staff shall:

  • Ensure that all of the regulatory and program requirements detailed in this document and CNSM Safety Program Manual are met.
  • Perform the duties and meet the regulatory requirements as the university's radiation safety officer, laser safety officer and biological safety officer.

University Police Department staff shall:

  • Ensure that any work-related injury or illness to which they are a responder, resulting in hospitalization or death is verbally reported to the Assistant Director of SRMIS within 8 hours of its occurrence (See Accident Investigation Section).

II. Adherence to Health and Safety Policies and Procedures.

Campus managers and supervisors are responsible for the development of written policies and procedures related to:

  • Department safety and health requirements in subject areas including PPE, employee conduct, emergency exit procedures, etc.
  • Task specific procedures that include mandatory safety requirements.

SRMIS shall be consulted prior to the establishment of any written policy or procedure regarding employee safety and health to ensure that it complies with regulatory requirements and university policy.

  • Campus managers shall include a statement concerning adherence to health and safety policies and procedures in each employee performance appraisal.
  • Campus managers shall take appropriate disciplinary action, as detailed in the applicable MOU, with any employee who fails or refuses to follow established safety procedures.
  • Annually, campus managers may nominate for the Governor's Employee Safety Award those employees who have made exceptional contributions to safety and health in their work place. In addition to the annual award, managers are encouraged to recognize employees who follow safe and healthful work practices. The method of recognition shall be determined by the department administrator.

III. Safety Communication

Several mediums are utilized by CSULB to communicate with employees on matters related to occupational safety and health. SRMIS:

  • Publishes a quarterly newsletter to inform employees of current and relevant safety and health issues;
  • Provides employee safety training in many specialty areas;
  • Provides on-line communication through the department's web page: http://daf.csulb.edu/offices/ppfm/ehs/index.html
  • Supplies updated safety notices for posting on Official University bulletin boards;
  • Advises campus administrative units on appropriate training procedures and updates;
  • Provides a proactive response to direct inquiries.
  • Participates on the Facilities Management Safety Awareness Team Committee.
  • Participates in departmental staff meetings to brief faculty and staff on specific, or requested, safety and health topics.

IV. Hazard Assessment and Control

  • University managers or supervisors shall conduct periodic safety inspections of their facilities, equipment and projects to identify unsafe conditions and work practices. The appropriate (3 exist) University Model Inspection Checklist (Appendix A ) shall be used to conduct the inspection. SRMIS will provide assistance and guidance on an as needed basis. Completed inspection records and any corrective actions taken to rectify an unsafe condition(s) shall be maintained by the appropriate manager for a minimum of 3 years.
  • SRMIS will conduct audits of all department health and safety activities to ensure compliance with this and other applicable regulatory requirements. The frequency of these audits will be as follows:
  • Departments whose employees are engaged in office, clerical, accounting, or similar administrative tasks will be audited annually.
  • Other university departments or offices whose employees engage in industrial type tasks (e.g., construction trades, material handling, laboratory processes, etc.) or a combination of administrative and industrial tasks will be audited semi-annually.
  • Departments are responsible for engaging and correcting SRMIS audit findings, and providing a written response to SRMIS regarding those corrections. A time frame for implementing any corrective action(s) shall be included on the response and agreed upon by the department and SRMIS.
  • Whenever a department adds, deletes or modifies a work task, material/product, piece of equipment or procedure that results in creating new or different exposure hazard(s), all affected employees must receive training specific to that hazard(s). The training must be provided prior to implementing the change and may be delivered by a qualified party determined by the department's manager or supervisor. Documentation of the training must be kept by the department for 30 years from the date of training.
  • In addition to the periodic safety and health inspections conducted by each department, SRMIS will conduct specialized inspections. These inspections will typically be conducted as a result of a workplace accident or a request. Upon completion of each inspection, SRMIS will provide a report, to the department administrator, of the observed deficiencies and recommendations for corrective action(s). The department administrator is responsible for completing the corrective action(s) and returning the Notice of Corrected Violation form in Appendix A , page 25 to SRMIS within the required time frame.

V. Accident Investigation

Employee accidents occurring during normal working hours (Monday-Friday, 7:00 AM to 5:00 PM) must be reported (verbally) to SRMIS no later than 8 hours following the incident. Additionally, the accident must be initially investigated, by the employee's administrator, and the Accident Report form forwarded to SRMIS no later than 24 hours following the incident.

Employee accidents occurring after hours (between 5:01 PM and 6:59 AM Monday - Friday), on weekends, holidays, other campus closures or for employees on university approved travel, during the normal course of their job duties, must also be reported (verbally) to SRMIS no later than 8 hours following the incident, or when the "campus" becomes aware of the accident. Cal-OSHA considers "campus knowledge" to be a person assumed to be in authority witnessing or responding in some manner to the incident. For our purposes, these persons are defined as a college or department dean/director/department chair/manager/supervisor, faculty member and university police officer. This person(s) is required to ensure that University Police (562-985-4101 or at ext. 54101) is immediately notified. University Police will then immediately notify a pre-designated SRMIS representative. The Accident Report form for an after hours incident must be forwarded to SRMIS no later than 24 hours following the incident or the next business day following the incident, whichever is shorter.

Employee accidents involving a serious injury or illness are those incidents where the employee(s) requires in-patient hospitalization in excess of 24 hours, for other than medical observation, or in which the employee(s) suffers a loss of any member of the body or suffers any permanent disfigurement. Any accident that involves a serious injury/illness, hospitalization (taken by private/state vehicle or ambulance) or death must be immediately reported (verbally) to SRMIS, by the "authority", but no longer than 8 hours after the incident. The "authority" shall provide the verbal and written notifications consistent with the above-referenced procedure and whether it is an "on" or "off" hours incident. SRMIS will immediately notify Cal-OSHA, by telephone, of any employee accident involving a serious injury or illness or death. Failure of the University to notify Cal-OSHA within the 8 hour time frame will result in a citation and fine. If the University can demonstrate that exigent circumstances exists, the time frame for the verbal report to Cal-OSHA may be made no longer than 24 hours after the incident.

 The preliminary investigation report, completed on the Accident Report form shall include the following information for each employee involved:

What happened?

Include a complete description of what took place and the nature of the injury/illness to the employee that prompted the report.

Why did the accident happen?

  • Obtain and relay all the facts surrounding the accident:
  • What was the sequence of events, both behaviorally by the employee(s) and in the work area, leading up to the accident?
  • Were proper operating procedures established for the task involved?
  • Were proper work procedures being followed, and if not, why?
  • Was the employee trained and qualified to perform the tasks involved?
  • What is/are the root cause(s) of the accident?

What should be done?

The investigation must determine the root cause(s) of the accident and the most reasonable corrective action(s). The intent is not to establish blame, but to ensure a like incident does not occur in the future. This shall be accomplished by college/departmental management effectively communicating the results of the investigation to affected staff and ensuring that the corrective actions are implemented.

What action has been taken?

Actions already taken to reduce or eliminate the exposures being investigated should be noted, along with those remaining to be addressed. Any interim or temporary precautions should also be noted. Any pending corrective actions and reason for delaying its implementation should be identified.

The accident investigation report shall also include this additional information:

  • Time and date of accident.
  • Employers name, address and telephone number.
  • Name and Job title, or badge number of person reporting the accident.
  • Address and location of the site of accident or event.
  • Name of person to contact at site of accident.
  • Name and address of the injured employee(s).
  • Nature of injury.
  • Location where injured employee(s) were moved to.
  • List and identity (name and badge number) of any law enforcement personnel present at the site of the accident.
  • Description of accident and whether the accident scene or instrumentality was altered.

In the event that a contract employee suffers a work-related injury or illness in the course of working on a University sponsored project, it is the responsibility of the contractor to notify the applicable University representative within 1 hour of the incident. The contractor is also responsible for ensuring the affected employee(s) are provided, if necessary, with proper and timely medical treatment. All university contractors shall comply with all applicable California Labor Code and Cal-OSHA regulations regarding work-related injuries or illness.

VI. Correction of Unsafe Conditions and Work Practices

At the completion of an IIPP audit or inspection request performed by SRMIS, the affected college or department may receive a Notice of Safety Violation (see Appendix A ). Receipt of a Notice will require the responsible manager to take the necessary corrective action(s) and, if the unsafe condition cannot be immediately abated, develop a suitable timetable for correcting the unsafe condition based on the severity of the hazard. A Report of Corrected Safety Violations shall be completed by the appropriate administrator and returned to the SRMIS office upon completion of the abatement action.

SRMIS shall assist in hazard assessment by indicating the hazard classification for each unsafe condition noted on the Notice of Safety Violation.

The following hazard classification will be used:

Class IV hazard
Any condition or practice where there is reasonable certainty that it can be expected to cause death or serious physical injury or illness. SRMIS will determine the existence of a Class IV hazard and immediately terminate the work practice or physical operation that creates the hazard. When the hazard has been mitigated, the task or process can continue.
Class III hazard
A hazard that can cause severe injury, serious illness, and property or equipment damage.
Class II hazard
A hazard that can cause minor injury or illness. Equipment damage may result.
Class I hazard
A hazard that can result in the need for first aid treatment.

At any time when a Class IV hazard is identified during any safety inspection or otherwise becomes known, immediate corrective action shall be taken by the responsible manager. When a Class IV hazard exists which cannot be immediately abated without endangering employees' and/or property, all students and employees shall be evacuated from the area except those who may be necessary to correct the hazardous condition.

SRMIS and University Police shall be notified immediately upon recognition that a Class IV hazard situation exists. All other hazard class scenarios shall also be immediately reported to SRMIS and each will be addressed on a case by case basis with the individual college or department manager.

VII. Safety and Health Training

Effective dissemination of safety information is an essential element of a successful IIPP. It is necessary to provide employee training on general safe work practices and specific instruction related to hazards unique to each employee's job assignment.

University supervisors are the primary safety trainers. However, University deans and directors must ensure that supervisors under their charge are trained to recognize and abate safety and health hazards to which their employees are exposed. Part of a supervisor's safety training responsibility includes ensuring that their college's or department's safety training records are appropriately maintained by the specific college or department. Additionally, each safety training class be recorded on a document at least as comprehensive as the Sample Safety Training Record Roster provided in this document (See Appendix B ). The only exception to this process is the College of Natural Science and Mathematics. The safety training responsibility for this college lies within its safety department staff. Their requirements are the same as those detailed in this document.

Training and instruction which ensures that each employee is knowledgeable about the materials and equipment they will be working with, what known hazards are present and how they are controlled shall be provided to:

  • All new employees
  • All employees given new job assignments for which training has not previously been received and documented.
  • Whenever new substances, processes, procedures or equipment are introduced into the workplace and represent a new hazard.
  • Whenever the employer is made aware of a new or previously unrecognized hazard.
  • Supervisors to familiarize themselves with the safety and health hazards to which employees under their responsibility may be exposed

Training and instruction shall inform employees:

  • That the success of the CSULB IIPP depends on mutual cooperation.
  • Of the safe work procedures required for their jobs, and how these procedures protect them against exposure.
  • When personal protective equipment is required or needed, how to use it and maintain it in good condition.
  • What to do if emergencies occur in the workplace.

All employees must be informed and understand that:

  • They shall not undertake a job until they have received instructions on how to perform it properly and safely.
  • They shall not undertake any job that appears to be unsafe.
  • Mechanical safeguards must always be kept in place.
  • They are to report to their immediate supervisor all unsafe conditions encountered during work.
  • Any work-related injury or illness suffered, however slight, must be reported immediately to the appropriate administrator.
  • Personal Protective equipment must be used when and where required, and maintained properly.
It is also the responsibility of the college or department to determine the frequency of training its employees. The Cal-OSHA sample training matrix in Appendix D will provides a resource for long term planning related to safety training. SRMIS will also provide guidance to any college or department.

SRMIS is responsible for the following related to safety training:

  • Developing procedures to identify employees who work in positions that require training.
  • Assisting managers and supervisors in their development of safety training programs by providing advice, guidance and information concerning regulatory requirements relative to training content.
  • Providing monthly New Employee Safety Training
  • Providing other training resources such as videos, training packets, PowerPoint presentations and on-line training materials through the SRMIS website
  • Providing specific training which includes, but may not be limited to:
    • Bloodborne Pathogens
    • Respiratory Protection and Respirator Use
    • Portable Fire Extinguishers
    • CPR/First Aid

VIII. Record keeping

Cal-OSHA regulations have requirements for the maintenance and retention of records for occupations injuries and illnesses, medical surveillance, exposure monitoring, inspections and other activities relevant to occupational health and safety. To comply with these many requirements, and to demonstrate that critical elements of this IIPP are being implemented, the following records retention schedule shall be kept by the University:

SRMIS shall maintain the following records for the minimum length of time indicated below:

Record Description Retain for:
Notices of Safety Violations 3 years
Reports of Corrected Safety Violations 3 years
Employee safety training documents conducted by the SRMIS office. Duration of employment career
Cal/OSHA 300 Log and Summary of Occupational Injury and Illness 5 years
IIPP audit and inspection records 3 years
Accident Report forms 3 years
Safety postings 3 years

University colleges and departments shall maintain the following records for the minimum length of time indicated below:

Record Description Retain for:
Periodic inspection records 3 years
Safety meeting agendas 3 years
Employee safety training documents Duration of employee's career

The applicable college or department is responsible for maintaining these records and must be able to present them to Cal-OSHA or other regulatory agency if requested. SRMIS IIPP audits will include a review of the college's or department's record keeping practices.

Appendicies

Appendix A - Self-Inspection Checklist

Appendix B - Sample Record Roster

Appendix C (Non-mandatory) - Illness Prevention

Illness Prevention at California State University Long Beach

This non-mandatory, but recommended, strategy for illness prevention involves the basic steps listed below:

  • If you smoke, quit smoking. If you do not smoke, don't start.
  • Use alcohol and caffeine in moderation. Try to shift to low caffeinated or decaffeinated beverages.
  • Eat a healthy diet. Consult the Center for Disease Control and Prevention website to see the new recommendations for healthy eating. There are now 12 different food pyramids to choose from, based on an individual's daily calorie requirements, and the amount of exercise they get.
  • Exercise regularly. While not everyone can ride a bicycle to work, or kayak, or run a marathon, it is always possible to fit exercise into a daily schedule. Walking is an excellent exercise method, and most people can integrate walking into the work routine. Current recommendations are to start a walking program goal of taking 2000 steps per day. These do not need to be rigorous, but the rate should reflect your normal walking pace. Try to expand your step number at regular intervals, with the goal of doubling your step count in 3 months, and an end step count of 8-10,000 steps per day.
  • Get plenty of rest. Your normal work and off-work activity should allow you to get a minimum of 7 hours undisturbed sleep per night. Obviously, persons with young families or who are caring for relatives at home may not always achieve this number, but eventually, seven hours per night as an average should be the goal.
  • Wash your hands! This simple step can do more to limit the spread of disease on campus than any other health behavior. Our hands are constantly exposed to bacteria and virus reservoirs, and we do not realize it. Such seemingly benign activities as shaking hands, opening a door, using a computer keyboard, turning on a faucet, turning on a light switch, or using a telephone can expose us to unanticipated sources of bacteria and other disease producing organisms. Hand washing technique is simple, and you should wash your hands after every restroom visit, before and after eating, or any time you are in a public venue. The following routine should be used for hand washing:
    • Turn on the water in the sink. Use hot water (not more than 120° F).
    • Wet your hands, then apply a copious amount of soap.
    • Rub your hands together to agitate and distribute the soap around all hand regions (between fingers, on the back of your hands, and around and under any jewelry). This activity should take between 35-45 seconds or about how long it takes to sing "Happy Birthday" twice.
    • Rinse your hands to remove latent soap and suspended foreign material. Do not turn off the water with your bare hand.
    • Extract towels from the dispenser (if it is not self dispensing, use a paper towel remnant to activate the lever). Dry your hands completely, and use the soiled towel to turn off the water. Use the towel again to open the restroom door, and dispose of the towel in an appropriate receptacle.

Taking these basic steps to a healthy lifestyle will mean you are better able to resist infectious disease. Taking these simple steps will also help to improve your general health, and ensure that both your work time and leisure activities will be more productive and enjoyable.

Appendix D - Sample Training Matrix

The following matrix (list) is complied by the California Department of Occupational Safety and Health (Cal/OSHA) as an aid to employers to review the training requirements for employees found in Title 8.

Safety and Health Training and Instruction Requirements at the Division of Occupational Safety and Health (DOSH) website. (Printable Version as PDF)