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Put the elements (see page 7) of an Injury and Illness Prevention Program together, and come up with a plan to suit your individual workplace. Decide exactly what you want to accomplish, and determine what steps are necessary to achieve your goals.
Then plan out how and when each step will be carried out and who will do it and put this plan in writing. In developing the plan, consider your company's immediate needs and provide for ongoing worker protection.
If you have difficulty deciding where to begin, call the Cal/OSHA Consultation Service for assistance. A Consultation Service consultant can help you determine what is needed to make your Injury and Illness Prevention Program effective. The consultant will work with you on a plan for making these improvements, and assist you in establishing procedures for making sure your program remains effective.
The following sections describe the process you might go through in establishing an Injury and Illness Prevention Program. Remember that you do not have to do everything described in this manual at once.
Decide who in your company will be given responsibility and authority to manage this program. In many cases, it's the owner. Sometimes the plant manager or a ranking member of the management team is the one to develop and set up the program. It could even be an engineer, personnel specialist or other staff member.
The person assigned must be identified by name in your program. Your program's success hinges on the individual you choose, and he/she cannot succeed without your full cooperation and support. Remember, though, that even when you appoint someone as your safety manager and delegate authority to manage the program, the ultimate responsibility for safety and health in your workplace still rests with you.
When considering responsibility, do not forget to include all of your employees. Give each employee training and responsibility to follow your safety and health procedures, and to recognize report hazards in his/her immediate work area.
All employees must be informed of their responsibility under Labor Code Section 6407.1, which requires every employee to comply with occupational safety and health standards applicable to their own actions and conduct.
Look at What You Have
Before you make any changes in your safety and health operations, gather as much information as possible about current conditions at your workplace, and work practices that are already part of your Injury and Illness Prevention Program. This information can help you identify workplace problems and determine what's involved in solving them.
Assessment of your workplace should be conducted by the person responsible for the Injury and Illness Prevention Program, and/or a professional occupational safety and health consultant.
It consists of the following activities.
Safety & Health Survey
The first is a comprehensive safety and health survey of your facility to identify existing or potential safety and health hazards.
This survey should evaluate workplace conditions with respect to: safety and health regulations and generally recognized safe work practices and physical hazards; use of any hazardous materials; employee work habits; and a discussion of safety and health problems with employees. The survey must be documented if made for the purpose of establishing an Injury and Illness Prevention Program.
Your safety and health survey includes:
- Make a list of your equipment and tools, including the principle locations of their use. Special attention should be given to inspection schedules, maintenance activities and your facility's layout.
- Make a list of all chemicals used in your workplace, obtain material safety data sheets on the materials used, and identify where they are used.
- Detail specific work practices associated with equipment, tools and chemical use. Special attention should be given to personal protective equipment, guarding, ventilation, emergency procedures and use of appropriate tools.
- Review standards applicable to your type of operation, equipment, processes, materials, and the like. These standards are minimum requirements for workplace safety and health. Most workplaces come under Title 8, California Code of Regulations, General Industry Safety Orders. If you are involved with construction, petroleum, mining or tunneling, you will need the specific standards applicable to that industry as well.
The next activity is an evaluation of your existing Injury and Illness Prevention Program to identify areas that may be working well and those that may need improvement.
Examine your company's:
Accident, injury or illness data.
Worker's compensation costs.
Rates of employee turnover or absenteeism.
Information on safety and health activities ongoing or previously tried.
Company policy statements.
Rules-both work and safety.
Guidelines for proper work practices and procedures.
Records of training programs.
Compliance with requirements of California's Right to Know Law and Hazards Communications Standard.
Employee capabilities-make an alphabetical list of all employees, showing the dates they were hired, what their jobs are, and their experience and training. Special attention should be given to new employees and employees with handicaps.
Joint labor-management safety and health committee activities.
Other safety-related programs.
Review & Compare
After all the facts are gathered, look at how the information on your workplace corresponds with the standards, and with the critical components of an Injury and Illness Prevention Program: management commitment/assignment of responsibilities; safety communications system with employees; system for assuring employee compliance with safe work practices; scheduled inspections/evaluation system; accident investigation; procedures for correcting unsafe/ unhealthy conditions; safety and health training and instruction; recordkeeping and documentation.
You may find that you are already well on your way toward having a good Injury and Illness Prevention Program. Compare what you have with Appendix B.
Develop an Action Plan
An action plan is a specific, written description of problems and solutions-it can and should be changed to correspond with changes in the workplace.
A good action plan has two parts. One is an overall list of major changes or improvements needed to make your Injury and Illness Prevention Program effective. Assign each item a priority and a target date for completion, and identify the person who will monitor or direct each action.
The second part of an action plan involves taking each major change or improvement listed and working out a specific plan for making that change. Write out what you want to accomplish, the steps required, who would be assigned to do what, and when you plan to be finished. This part of the action plan helps you keep track of program improvement so that details do not slip through the cracks.
Put your plan into action, beginning with the item assigned highest priority. Make sure it is realistic and manageable, then address the steps you have written out for that item.
You can, of course, work on more than one item at a time. Priorities may change as other needs are identified or as your company's resources change.
Open communication with your employees is crucial to the success of your efforts. Their cooperation depends on understanding what the Injury and Illness Prevention Program is all about, why it is important to them, and how it affects their work. The more you do to keep them informed of the changes you are making, the smoother your transition will be.
By putting your action plan into operation at your workplace, you will have taken a major step toward having an effective Injury and Illness Prevention Program. Remember, an Injury and Illness Prevention Program is a plan put into practice.
Maintain Your Program
Schedule a review-quarterly, semiannually or annually-to look at each critical component in your Injury and Illness Prevention Program, to determine what is working well and what changes, if any, are needed. When you identify needs that should be addressed, you have the basis for new safety and health objectives for program improvement.
Safety & Health Recordkeeping
No operation can be successful without adequate recordkeeping, which enables you to learn from past experience and make corrections for future operations. Records of accidents, work-related injuries, illnesses and property losses serve as a valuable purpose.
Under Cal/OSHA recordkeeping requirements, information on accidents is gathered and stored. Upon review, causes can be identified and control procedures instituted to prevent the illness or injury from recurring. Keep in mind that any inspection of your workplace may require you to demonstrate the effectiveness of your program.
Injury & Illness Records
Injury and illness recordkeeping requirements under Cal/OSHA require a minimum amount of paperwork.
These records give you one measure for evaluating the success of your safety and health activities: success would generally mean a reduction or elimination of employee injuries or illnesses during a calendar year.
Five important steps are required by the Cal/ OSHA recordkeeping system:
Each employer (unless exempt by size or industry) must record each fatality, injury, or illness that is work-related, is a new case, or meets one or more of the general recording criteria specified in Title 8, Section 14300.
Record each injury or illness on the Cal/ OSHA Log of Occupational Work Related Injuries and Illnesses (Form 300) according to its instructions.
Prepare an Injury and Illness Incident Report (Form 301), or equivalent.
Annually review and certify the Cal/OSHA Form 300 and post the Summary of Work-Related Injuries and Illnesses (Form 300A) no later than February 1 and keep it posted where employees can see it until April 30.
Maintain the last five years of these records in your files.
NOTE: Additional information on recordkeeping can be found on the Internet at: www.californiaosha.info or www.dir.ca.gov/DOSH
During the year, regularly review these records to see where your injuries and illnesses are occurring. Look for any patterns or repeat situations. These records can help you identify hazardous areas in your work-place and pinpoint where immediate corrective action is needed.
Since the basic Cal/OSHA records are for reportable injuries and illnesses only, you might expand your system to include all incidents relating to workplace safety and health, even those where no injury or illness resulted. Such information can assist you in pinpointing unsafe acts, conditions or procedures.
Injury and illness records may not be the only records you need to maintain. Cal/ OSHA standards concerning toxic substances and hazardous exposures require records of employee exposure to these substances and sources, physical examination reports, employment records, and other information.
Employers using any regulated carcinogens have additional reporting and recordkeeping requirements. See Title 8 of the California Code of Regulations for details.
Documentation of Your Activities
Essential records, including those legally required for workers' compensation, insurance audits, and government inspections, must be maintained for as long as required.
For most employers, Cal/OSHA standards also require that you keep records of steps taken to establish and maintain your Injury and Illness Prevention Program. They must include:
Records of scheduled and periodic inspections as required by the standard to identify unsafe conditions and work practices. The documentation must include the name of the person(s) conducting the inspection, the unsafe conditions and work practices identified, and the action taken to correct the unsafe conditions and work practices. The records are to be maintained for at least one year. However, employers with fewer than 10 employees may elect to maintain the inspection records only until the hazard is corrected.
Documentation of safety and health training required by standards for each employee. The documentation must specifically include employee name or other identifier, training dates, type(s) of training and the name of the training provider. These records must also be kept for at least one year, except that training records of employees who have worked for less than one year for the employer need not be retained beyond the term of employment if they are provided to the employee upon termination of employment.
Also, employers with fewer than 10 employees can substantially comply with the documentation provision by maintaining a log of instructions provided to the employee with respect to the hazards unique to the employees' job assignment when first hired or assigned new duties. Some relief from documentation is available for employers with fewer than 20 employees who are working in industries that are on the Department of Industrial Relations (DIR's) designated list of low-hazard industries, and for employers with fewer than 20 employees who are not on DlR's list of high-hazard industries and who have a Workers' Compensation Experience Modification Rate of 1.1 or less. For these industries, written documentation of the Injury and Illness Prevention Program may be limited to:
Written documentation of the identity of the person or persons with authority and responsibility for implementing the program;
Written documentation of scheduled periodic inspections to identify unsafe conditions and work practices; and
Written documentation of training and instruction.
Keeping such records fulfills your responsibilities under General Industry Safety Order 3203. It also affords an efficient means to review your current safety and health activities for better control of your operations, and to plan future improvements.
Three model Injury and Illness Prevention Programs are available from Cal/OSHA. They are:
CS 1A - Workplace Injury and Illness Prevention Model Program for High Hazard Employers
CS 1B - Workplace Injury and Illness Prevention Model Program for Non-High Hazard Employers
CS 1C - Workplace Injury and Illness Prevention Model Program for Employers with Intermittent Workers
There are no requirements to use these model programs. However, any employer in an industry which has been determined by Cal/ OSHA as being non-high hazard and who adopts, posts, and implements the Workplace Injury and Illness Prevention Model Program for Non-High Hazard Employers in good faith is not subject to assessment of a civil penalty for a first violation of T8 CCR 3203.
Any employer in an industry which has been determined by Cal/OSHA to historically utilize intermittent or seasonal employees and who adopts and implements the Workplace Injury and Illness Prevention Model Program for Employers with Intermittent Workers in good faith is deemed to be in compliance with the IIP Program requirements of T8 CCR 3203.
Proper use of these model programs, requires the IIP Program administrator to carefully review the requirements for each of the eight IIP Program elements, fill in the appropriate blank spaces and check those items that are applicable to your workplace. Sample forms for hazard assessment and correction, accident/exposure investigation, and worker training and instruction are provided with these model programs. Also provided are lists of training subjects and workplace checklists.
As always, these model programs must be maintained by the employer in order to be effective.
Contact the nearest Cal/OSHA Consultation Service office listed at the back of this publication to learn more about the model programs and obtain information on the different industry lists.
Sources of Information & Help
The Cal/OSHA Consultation Service can suggest sources both governmental and private for information, advice and training aids to help you develop and maintain your safety program. A surprising amount of assistance can be ob-tained at no cost to you, if you take time to inquire. In cases where money must be spent, it is usually money well spent.
Cal/OSHA Consultation Service
Employers who need help developing, im-proving or maintaining a safe and healthful place of employment can obtain free professional as-sistance from the Cal/ OSHA Consultation Ser-vice on any of the issues or activities described in this manual. Cal/OSHA consultants help em-ployers by:
Identifying actual and potential safety or health hazards in the workplace and finding solutions to eliminate or control them.
Identifying sources of help for employers in further technical assistance is needed.
Providing a written report summarizing the finding of any consultation visit.
Interpreting applicable safety and health standards.
Helping establish or improve worksite Injury and Illness Prevention Programs.
Helping develop and/or conduct safety and health training of both supervisory and non-supervisory personnel.
All services of the Cal/OSHA Consulta-tion Service are entirely separate and distinct from the enforcement activities of the Division of Occupational Safety and Health (DOSH).
Consultants do not issue citations or as-sess penalties, and they do not inform DOSH of their work with an employer.
Any employer who has had a wall-wall sur-vey performed by the Cal/OSHA Consultation Service, and has an effective Injury and Illness Prevention Program in operation, will greatly re-duce the likelihood of citations or penalties if inspected by DOSH.
Employers with fixed worksites and 250 or fewer employees at a specific worksite, can now become exempt from a DOSH discretion-ary compliance inspection by participating in a voluntary compliance program.
To obtain assistance or information from the Cal/OSHA Consultation Service contact any of its offices listed inside the back cover of this manual.
It is likely that businesses similar to yours have encountered similar problems. It is also possible that at least one of them has found a simple, efficient solution. Most managers are willing to share information in the area of work-place safety and health.
Most equipment manufacturers have also become quite concerned with safety in the use of their products. To help their customers and potential customers, and to minimize their liability in the event of adverse legal action, they are more than willing to furnish advice and en-gineering information to enhance safe opera-tion of their equipment.
Many workers' compensation carriers, as well as liability and fire insurance companies, conduct periodic inspections and visits to evalu-ate safety and health hazards and give guidance and assistance in establishing and monitoring your program. Contact your carrier to see what it has to offer.
Many trade associations and employer groups emphasize safety and health matters to better serve their members. If you are not a member, find out if these groups are circulating their materials to non-members, as many do.
If your employees are organized, coor-dinate with their unions for taking joint action to solve problems and correct hazards. Many trade unions have safety and health expertise they are willing to share.
The National Safety Council has a broad range of information services available. Call or visit your local chapter to obtain material per-taining to your business. If a local chapter is not nearby, you can write to:
National Safety Council
1121 Spring Lake Drive
Itasca, lL 60143-3201
The Hazard Evaluation System and Information Services (HESIS) offers California employer and employees answers to questions about the health effects of chemical and physical agents in the workplace. You can contact HESIS at:
850 Marina Bay Parkway, Bldg P, 3rd Flr
Richmond, CA 94704
Telephone (510) 620-5757
Fax (510) 620-5743
The yellow pages of your telephone directory list many companies that specialize in items and services relating to safety and health and fire prevention. Most of them have extensive experience and knowledge in safety-related subjects, and are willing to furnish you with information and advice.
Appendix A: Model Policy Statements
"The Occupational Safety and Health Act of 1970, clearly states our common goal of safe and healthful working conditions to be the first consideration in operating this business."
"Safety and health in our business must be part of every operation. Without questions, it is every employee's responsibility at all levels."
"It is intent of this company to comply with all laws. To do this, we must constantly be aware of conditions in all work areas that can produce injuries. No employee is required to work at a job he/she knows is not safe or healthful. Your cooperation in detecting hazards and, in turn, controlling them, is a condition of your employment. Inform your supervisor immediately of any situation beyond your ability or authority to correct."
"The personal safety and health of each employee of this company is of primary importance. Prevention of occupationally-induced injuries and illnesses is of such consequence that it will be given precedence over operating productivity, whenever necessary. To the greatest degree possible, management will provide all mechanical and physical activities required for personal safety and health, in keeping with the highest standards."
"We will maintain a safety and health program conforming to the best practices of organizations of this type. To be successful, such a program must embody proper attitudes toward injury and illness prevention on the part of supervisors and employees. It also requires cooperation in all safety and health matters, not only between supervisor and employee, but also between each employee and his/her co-workers. Only through such a cooperative effort can a safety program in the best interest of all be established and preserved."
"Our objective is a safety and health program that will reduce the number of injuries and illnesses to an absolute minimum, not merely in keeping with, but surpassing, the best experience of operations similar to ours. Our goal is zero accidents and injuries."
"Our safety and health program will include:
Providing mechanical and physical safeguards to the maximum extent possible.
Conducting safety and health inspections to find, eliminate or control safety and health hazards as well as unsafe working conditions and practices, and to comply fully with the safety and health standards for every job.
Training all employees in good safety and health practices.
Providing necessary personal protective equipment, and instructions for use and care.
Developing and enforcing safety and health rules, and requiring that employees cooperate with these rules as a condition of employment.
Investigating, promptly and thoroughly, every accident to find out what caused it and correct the problem so it will not happen again.
Setting up a system of recognition and awards for outstanding safety service or performance."
"We recognize that the responsibilities for safety and health are shared:
The employer accepts the responsibilities for leadership of the safety and health program, for its effectiveness and improvement, and for providing the safeguards required to ensure safe conditions.
Supervisors are responsible for developing proper attitude toward safety and health in themselves and in those they supervise, and for ensuring that all operations are performed with the utmost regard for the safety and health of all personnel involved, including themselves.
Employees are responsible for wholehearted, genuine operation of all aspects of the safety and health program-including compliance with all rules and regulations and for continuously practicing safety while performing their duties."
Appendix B: Non-Mandatory Checklist Evaluation Injury & Illness Prevention Programs
Does the written Injury and Illness Prevention Program contain the elements required by Section 3203(a)?
Are the person or persons with authority and responsibility for implementing the program identified?
Is there a system for ensuring that employees comply with safe and healthy work practices (i.e., employee incentives, training and retraining programs, and/or disciplinary measures)?
Is there a system that provides communication with affected employees on occupational safety and health matter (i.e., meetings, training programs, posting, written communications, a system of anonymous notification concerning hazards and/or health and safety committees)?
Does the communication system include provisions designed to encourage employees to inform the employer of hazards at the worksite without fear of reprisal?
Is there a system for identifying and evaluating workplace hazards whenever new substances, processes, procedures, or equipment are introduced to the workplace and whenever the employer receives notification of a new or previously unrecognized hazard?
Were workplace hazards identified when the program was first established?
Are periodic inspections for safety and health hazards scheduled?
Are records kept of inspections made to identify unsafe conditions and work practices, if required?
Is there an accident and near-miss investigation procedure?
Are unsafe or unhealthy conditions and work practices corrected expeditiously, with the most hazardous exposures given correction priority?
Are employees protected from serious or imminent hazards until they are corrected?
Have employees received training in general safe and healthy work practices?
Do employees know the safety and health hazards specific to their job assignments?
Is training provided for all employees when the training program is first established?
Are training needs of employees evaluated whenever new substances, processes, procedures, or equipment are introduced to the workplace and whenever the employer receives notification of a new or previously unrecognized hazard?
Are supervisors knowledgeable of the safety and health hazards to which employees under their immediate direction and control may be exposed?
Are records kept documenting safety and health training for each employee by name or other identifier, training dates, type(s) of training and training providers?
Does the employer have a labor-management safety and health committee?
Does the committee meet at least quarterly?
Is a written record of safety committee meetings distributed to affected employees and maintained for Division review?
Does the committee review results of the periodic, scheduled worksite inspections?
Does the committee review accident and near-miss investigations and, where necessary, submit suggestions for prevention of future incidents?
When determined necessary by the committee does it conduct its own inspections and investigations, to assist in remedial solutions?
Does the committee verify abatement action taken by the employer as specified in Division citations upon request of the Division?
Appendix C: Code of Safe Practices
(This is a suggested code. It is general in nature and intended as a basis for preparation by the contractor of a code that fits his operations more exactly.)
All persons shall follow these safe practice rules, render every possible aid to safe operations, and report all unsafe conditions or practices to the foreman or superintendent.
Foremen shall insist on employees observing and obeying every rule, regulation, and order as is necessary to the safe conduct of the work, and shall take such action as is necessary to obtain observance.
All employees shall be given frequent accident prevention instructions. Instructions shall be given at least every 10 working days.
Anyone known to be under the influence of drugs or intoxicating substances that impair the employee's ability to safely perform the assigned duties shall not be allowed on the job while in that condition.
Horseplay, scuffling, and other acts that tend to have an adverse influence on the safety or well-being of the employees shall be prohibited.
Work shall be well planned and supervised to prevent injuries in the handling of materials and in working together with equipment.
No one shall knowingly be permitted or required to work while the employee's ability or alertness is so impaired by fatigue, illness, or other causes that it might unnecessarily expose the employee or others to injury.
Employees shall not enter manholes, underground vaults, chambers, tanks, silos, or other similar places that receive little ventilation, unless it has been determined that is safe to enter.
Employees shall be instructed to ensure that all guards and other protective devices are in proper places and adjusted, and shall report deficiencies promptly to the foreman or superintendent.
Crowding or pushing when boarding or leaving any vehicle or other conveyance shall be prohibited.
Workers shall not handle or tamper with any electrical equipment, machinery, or air or water lines in a manner not within the scope of their duties, unless they have received instructions from their foreman.
All injuries shall be reported promptly to the foreman or superintendent so that arrangements can be made for medical or first aid treatment.
When lifting heavy objects, the large muscles of the leg instead of the smaller muscles of the back shall be used.
Inappropriate footwear or shoes with thin or badly worn soles shall not be worn.
Materials, tools, or other objects shall not be thrown from buildings or structures until proper precautions are taken to protect others from the falling objects.
Appendix D: Title 8, Section 3203 and 1509
Title 8, Section 3203. Injury and Illness Prevention Program.
Effective July 1, 1991, every employer shall establish, implement and maintain effective Injury and Illness Prevention Program. The Program shall be in writing and shall, at a minimum:
Identify the person or persons with authority and responsibility for implementing the Program.
Include a system for ensuring that employees comply with safe and healthy work practices. Substantial compliance with this provision includes recognition of employees who follow safe and healthful work practices, training and retraining programs, disciplinary actions, or any other such means that ensures employee compliance with safe and healthful work practices.
Include a system for communicating with employees in a form readily understandable by all affected em-ployees on matters relating to occu-pational safety and health, including provisions designed to encourage employees to inform the employer of hazards at the worksite without fear of reprisal. Substantial compliance with this provision includes meetings, training programs, posting, written communications, a system of anonymous notification by employees about hazards, labor/management safety and health committees, or any other means that ensures communi-cation with employees.
Exception: Employers having fewer than 10 employees shall be permitted to communicate to and instruct employ-ees orally in general safe work prac-tices with specific instructions with respect to hazards unique to the employees' job assignments, in compli-ance with subsection (a)(3).
Include procedures for identifying and evaluating workplace hazards including scheduling periodic inspections to identify unsafe conditions and work practices. Inspections shall be made to identify and evaluate hazards:
When the Program is first established;
Exception: Those employers having in place on July 1, 1991, a written Injury and Illness Prevention Program complying with previously existing Section 3203.
Whenever new substances, processes, procedures, or equipment are intro-duced to the workplace that repre-sent a new occupational safety and health hazard; and
Whenever the employer is made aware of a new or previously unrec-ognized hazard.
Include a procedure to investigate occupational injury or occupational illness.
Include methods and/or procedures for correction of unsafe or unhealthy conditions, work practices and work procedures in a timely manner based on the severity of the hazard:
When observed or discovered; and
When an imminent hazard exists which cannot be immediately abated without endangering employee(s) and/ or property, remove all exposed personnel from the area except those necessary to correct the existing condition. Employees necessary to correct the hazardous condition shall be provided the necessary safeguards.
Provide training and instruction:
When the program is first established;
Exception: Employers having in place on July 1, 1991, a written Injury and Illness Prevention Program complying with the previously existing Accident Prevention Program in Section 3203.
To all new employees;
To all employees given new job assign-ments for which training has not previously been received;
Whenever new substances, processes, procedures or equipment are intro-duced to the workplace and repre-sent a new hazard;
Whenever the employer is made aware of a new or previously unrec-ognized hazard; and
For supervisors to familiarize them with the safety and health hazards to which employees under their immedi-ate direction and control may be exposed.
Records of the steps taken to implement and maintain the Pro-gram shall include:
Records of scheduled and periodic inspections required by subsection (a)(4) to identify unsafe conditions and work practices, including person(s) conducting the inspection, the unsafe conditions and work practices that have been identified and action taken to correct the identified unsafe conditions and work practices. These records shall be maintained for one (1) year; and
Exception: Employers with fewer than 10 employees may elect to maintain the inspection records only until the hazard is corrected.
Documentation of safety and health training required by subsection (a)(7) for each employee, including employee name or other identifier, training dates, type(s) of training, and training provid-ers. This documentation shall be maintained for one (1) year.
Exception No. 1: Employers with fewer than 10 employees can substantially comply with the documentation provision by maintaining a log of instructions provided to the employee with respect to the hazards unique to the employees' job assignment when first hired or assigned new duties.
Exception No. 2: Training records of employees who have worked for less than one (1) year for the em-ployer need not be retained beyond the term of employment if they are provided to the employee upon termination of employment.
Exception no. 3: california labor code 6401.7 states that for employers with fewer than 20 employees who are in industries that are not on a designated list of high-hazard industries established by the Department of Industrial Relations (Department) and who have a Workers' Compensation Experience Modification Rate of 1.1 or less, and for any employers with fewer than 20 employees who are in industries on adesignated list of low-hazard industries established by the Department, written documentation of the Program may be limited to the following requirements:
Written documentation of the identity of the person or persons with authority and responsibility for implementing the program as required by subsection (a)(1).
Written documentation of scheduled periodic inspections to identify unsafe conditions and work practices as required by subsection (a)(4).
Written documentation of training and instruction as required by subsection (a)(7).
Exception No. 4: California Labor Code 6401.7 states that Local governmental entities (any county, city and county, or district, or any public or quasi-public corporation or public agency therein, including any public entity, other than a state agency, that is a member of, or created by, a joint powers agreement) are not required to keep records concerning the steps taken to implement and maintain the Program.
Note 1: Employers determined by the Division to have historically utilized seasonal or intermittent employees shall be deemed in compliance with respect to the requirements for a written program if the employer adopts the Model Program prepared by the Division and complies with the requirements set forth therein.
Note 2: Employers in the construction industry who are required to be licensed under Chapter 9 (commencing with Section 7000) of Division 3 or the Business and Professions Code may use records relating to employee training provided to the employer in connection with an occupational safety and health training program approved by the Division, and shall only be required to keep records of those steps taken to implement and maintain the program with respect to hazards specific to the employee's job duties.
Employers who elect to use a labor/ management safety and health committee to comply with the communication requirements of subsection (a)(3) of this section shall be presumed to be in substantial compliance with subsection (a)(3) if the committee:
Meets regularly, but not less than quarterly;
Prepares and makes available to the affected employees, written records of the safety and health issues discussed at committee meetings, and maintained for review by the Division upon request. The committee meeting records shall be maintained for one (1) year;
Reviews results of the periodic, scheduled worksite inspections;
Reviews investigations of occupational accidents and causes of incidents resulting in occupational injury, occu-pational illness, or exposure to haz-ardous substances and, where appro-priate, submits suggestions to manage-ment for the prevention of future incidents;
Review investigations of alleged hazardous conditions brought to the attention of any committee member. When determined necessary by the committee, the committee may conduct its own inspection and investigation to assist in remedial solutions;
Submits recommendations to assist in the evaluation of employee safety suggestions; and
Upon request from the Division verifies abatement action taken by the employer to abate citations issued by the Division.
Title 8, Section 1509. Construction Injury and Illness Prevention Program.
Every employer shall establish, imple-ment and maintain an effective Injury and Illness Prevention Program in accordance with Section 3203 of the General Industry Safety Orders.
Every employer shall adopt a written Code of Safety Practices which relates to the employer's operations. The Code shall contain language equivalent to the relevant parts of Plate A-3 of the Appendix contained within the Cal/OSHA Construction Safety Orders. (Note: General items are listed in Appendix C of this guide.)
The Code of Safe Practices shall be posted at a conspicuous location at each job site office or be provided to each supervisory employee who shall have it readily available.
Periodic meetings of supervisory employees shall be held under the direction of management for the discussion of safety problems and accidents that have occurred.
Supervisory employees shall conduct "toolbox" or "tailgate" safety meetings, or equivalent, with their crews at least every 10 working days to emphasize safety.