253City Of Anaheim Administrative Regulation
CHAPTER 2 - EMPLOYMENT PROCEDURES
Subject: Injury and Illness Prevention A.R. 253
Program Issue Date: Aug. 10,1980
Revised: Sep. 3, 2014
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Purpose:
This regulation establishes methods, procedures and controls designed to reduce
employee injuries and illnesses, property damage incidents, and to provide a safe and
healthful working environment for City employees.
Procedures:
Department Safetv Program Managers and Department Safetv Coordinators
Each department is required to appoint a Department Safety Program Manager who has
both authority and responsibility for implementing and managing the department's Injury
and Illness Prevention Program.
In addition, each department is required to appoint a Department Safety Coordinator to
assist in the implementation of the Department's Safety Program. Duties of the
Department Safety Coordinator include, but are not limited to, the following:
Conduct periodic inspection of the department/division to identify both unsafe
conditions and work practices.
2. Maintain safety inspection and corrective -action records.
3. Receive safety suggestions and near -miss reports and assist in their evaluation.
4. Maintain safety training records and safety committee minutes, where applicable.
5. Ensures the safety bulletin board(s) or department on-line safety tools, such as
shared drives, are updated and contain required information.
Department Safety Committees
All departments with significant safety risks, as determined by the City Safety Manager,
are required to have a Department Safety Committee that meets at least quarterly. These
committees include representatives from both management and labor. The four specific
duties of the safety committees are:
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1. Review results of department safety inspections.
2. Review investigation reports of employee injuries and illnesses, and submit
preventive recommendations to the department's management.
3. Review employee safety suggestions and near -miss reports.
4. Discuss and formulate new safety policies and procedures, submit these and other
recommendations to department management.
Hazard Correction
All departments will include the following methods and/or procedures for correcting
unsafe or unhealthy conditions, work practices, and work procedures in a timely manner
based on the severity of the hazard:
1. Supervisors, Division Managers, or the City Safety Manager may order immediate
cessation of any activity creating an imminent hazard which reasonably exposes an
employee(s) to serious injury or death. The activity may only be resumed with
approval from a supervisor (or higher personnel).
2. Hazards that are readily correctable shall be remedied as soon as reasonably possible
through normal departmental procedures.
3. Serious hazards (see note below) which are not immediately correctable (or completed
within 30 days) shall be reported to Risk Management. Risk Management shall assist
department with initiating corrective action and ensure that appropriate interim
measures are implemented until such time as the hazard is eliminated.
4. Workplace hazards shall be documented and tracked from initial identification
through elimination using the Safety Committee Meeting Minutes form, or
departments may use their own department forms or procedures to ensure that hazards
are corrected in a timely manner.
Note: Serious hazards are those hazards which, if not corrected, present a reasonable
possibility that death or serious injury will occur. Serious injuries are typically those
which require hospitalization for more than 24 hours, other than for observation purposes.
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Safety Communication
All departments are required to institute a system for communicating safety and health
matters to employees. It is intended this will be a two-way communication system which
can be accomplished by one of the following systems:
1. Department Safety Committees.
2. Posting or e-mailing safety information such as safety committee meeting minutes or
City and department safety memos.
3. General employee meetings where safety is a part of the agenda.
4. A safety suggestion system with includes an anonymous provision for reporting.
Safety CoMpliance
All departments are required to implement a system for ensuring that employees comply
with all City and department Injury and Illness Prevention Program requirements.
Employees are expected to:
1. Comply with published City safety rules.
2. Report all unsafe conditions and accidents to their supervisor or department
management.
3. Exercise care in their work to prevent injuries and damage to equipment, operate
equipment only if trained and authorized, and use personal protective equipment when
necessary.
The department safety compliance system should include the following two steps:
1. Provide recognition and incentives to those employees who exhibit good safety
records and behavior.
2. Enforce compliance with safety policies and rules according to AR 267, Safety
Warnings/Discipline Policy.
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Safety Training System
All departments are required to implement a system to provide safety training to all
employees. There are two types of training: 1) General Safety Training, which is defined
as the general knowledge that is necessary for employees to work safely in the total City
environment; and 2) Specific Safety Training, which is defined as the training necessary
to safely perform a specific job function (such as operating a forklift or using fall
protection equipment).
General Safety Training is provided during the Human Resources Department's New
Employee Orientation sessions. Specific Safety Training is the responsibility of the
department, and is often provided by the immediate supervisors who have full knowledge
of department operations and equipment. Departments should also provide periodic
safety training to supervisors in order to increase their safety knowledge and safety
awareness. Safety training must be provided to:
1. New employees prior to first assignment.
2. Employees with new assignments.
3. Employees using new equipment, processes, substances, or procedures.
4. Whenever hazards have been discovered.
Written records must be kept of all safety training provided to employees and
supervisors.
Safety Inspections
All departments are required to implement a safety -inspection system that includes
documented correction schedules. Departments must conduct a safety inspection of
facilities, equipment and operations at least annually. In addition, inspections should be
conducted whenever new substances, processes, procedures or equipment are introduced
into the workplace or a hazard is recognized. Inspections must be documented. The
following is the minimum information that must be included:
1. Person conducting the inspection.
2. Date of inspection.
3. Unsafe condition or unsafe procedure.
4. Corrective action recommended and date completed.
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Safety inspections and corrective action records must be kept on file at least two years,
but must not be removed before all corrective action has been completed. Copies of all
safety inspections should be forwarded to the Department Safety Program Manager
and/or Safety Committee for review and possible action.
Injury investigation
All departments are required to report and investigate all occupational injuries and
illnesses. All employee injuries must be investigated and reported on Risk Management
form R/M-60, Report of Employee Injury. Vehicle accidents must be reported on the
Vehicle Accident Report, RM-71.
Safety Manager
The Safety Manager will assist management in developing and directing environmental,
health, and safety programs and aid in ensuring compliance with rules, regulations,
requirements and standards mandated by the California Occupational Safety and Health
Act and other operative legislation intended to assure safe and healthful working
conditions for employees. Additionally, the Safety Manager shall:
Prepare and disseminate narrative and statistical data reflecting the status and
efficiency of the Employee Safety Program.
2. Provide advisory assistance to the Department Heads, Department Safety Program
Managers/Department Safety Coordinators, and supervisory personnel on matters
pertaining to hazard abatement, accident prevention and methods and procedures
necessary to ensure compliance with environmental, safety and health laws
mandated by the California Administrative Code and other operative legislation.
3. Coordinate annual fire protection and infrared electrical surveys of City facilities
and work locations.
4. Conduct investigations, inspections and environmental surveys when deemed
advisable. Assist in testing and examination of materials and equipment proposed
for procurement to ensure compliance with minimum criteria delineated by the
California Occupational Safety and Health Standards Board.
5. Conduct new employee safety orientation sessions and safety training programs
for employees.
Attachments: None