Friday 13 April 2012

SAFETY ORIENTATION GUIDE FOR NEW EMPLOYEES


SAFETY ORIENTATION GUIDE FOR NEW EMPLOYEES

Introduction:

The purpose of this guide is to provide a framework for conducting safety orientations for new employees.  Accident statistics show that new employees are much more likely to sustain on-the-job injuries than more experienced workers.  Therefore, it is essential that new employees receive a detailed safety orientation in order to provide them with the knowledge and skills needed to perform their jobs safely and prevent accidents.

Safety should be a priority for new employees from the first day of employment.  They should be told of the City/Town and your department’s commitment to safety and the expectation that all employees will perform their jobs safely and avoid accidents.

Whether the orientation is conducted by a supervisor, risk manager, human resources representative or other official, certain safety-related information should be reviewed.  

Other safe job procedures should be reviewed with employees prior to their assignment to a task that exposes them to specific hazards.
While this orientation guide is designed in a comprehensive manner, it is not possible to cover every conceivable safety hazard, policy or procedure that employees need to know about.  Henceforth, City/Town employees responsible for conducting safety orientations should modify this document as appropriate to ensure that everything that should be reviewed with new employees is adequately covered.  A copy of this program may be obtained on floppy disk from the Risk Specialist so necessary changes can be made.

Planning the Safety Orientation:

The Human Resources Department has a formal employee orientation where employee payroll, benefits, and other personnel-related policies are reviewed.  After this process is completed, a brief safety orientation is conducted by the Risk Specialist.

Department’s are responsible for conducting safety orientations on the more complex safety issues pertaining to their operations.  The Risk Specialist will help department’s set-up classroom instruction if needed.

For more than one employee, a classroom set-up is usually best.  Arrangements should be made to have a TV/VCR, other audio/visual equipment, adequate copies of pertinent policies and procedures, personal protective equipment and other materials assembled prior to the orientation.  The meeting room should be well lit and away from noisy areas and other distractions.  An adequate amount of time should be planned so you don’t have to rush through important information. 
Conducting the Safety Orientation:

The first day on the job typically involves many new faces and information that employees try their best to absorb.  In reality, the amount of information that they will be able to retain is limited.  With this in mind, the initial segment of the safety orientation should cover general information that is not critical to their survival, unless, of course, they are required to perform a hazardous activity on day one. 

Information given to new employees on the first day should include a discussion of the City/Town and the department’s commitment to safety and other basic safety information.  Module 1 provides a checklist of key topics that should be covered on day one.

The left side of the checklist includes boxes where the instructor can check “yes” if the topic has been reviewed, “no” if it hasn’t, and “n/a” if the item is not applicable to the particular employee(s) involved.

Under each topic are notes to the instructor, key points, and resources.  The “notes to instructor” prompt the person conducting the orientation to gather and review various policies and procedures, coordinate additional training, etc. The “key points” section serves as a reminder of important information to impart to new employees during the orientation.  Y



Documentation:

It is important that you document the safety orientation as well as any other safety training.  A form has been provided in Appendix B that you can use for this purpose.

Follow-up:

As mentioned earlier, employees will not retain all the information that you review with them during the safety orientation.  Therefore, follow-up training may be necessary to review key safety policies, procedures and hazards.  Additional training classes may be needed to teach specific job skills in order to prevent accidents. 

Also, retraining may be needed if an accident occurs or an employee is observed performing a job unsafely.  Be sure to document any follow-up training.

Safety Orientation


Module No. 1

                                                                                    Date:                                                              

Employee:                                                                   Instructor:                                                       

Safety Policy and Responsibilities


Reviewed
Yes      No        N/A      Safety Policy
                                    Notes to Instructor:
                              1.         Review the City/Town’s & the department’s safety policy
with the employee.
                              2.         Present a copy of the safety policy and have the employee
acknowledge receipt in writing.

Yes      No        N/A      Safety Responsibilities
                                    Notes to Instructor:
                              1.         Review employee(s) responsibilities for safety.
                              2.         Review role of safety coordinator and/or safety committees.  The
Safety Coordinator is                                                                   .
                              3.         Review any standards for safety in the performance evaluation
system.
                              4.         Review with the employee how a violation of safety rules can
result in disciplinary action or other consequences.

                                    Key Points:
                              1.         The entity’s evaluation contains criteria to gauge your
conformance on safety issues, and to impose discipline for violations.

                                    Resources:
Municipal & County Entities Catalog of Risk Management & Safety Training Materials.
·           Video – Safety is Your Responsibility – 5 Minutes
·           Video – Employee Safety Orientation – 12 Minutes

Accident Reporting 

Yes      No        N/A      Reporting Accidents and Near Misses
                                    Notes to Instructor:
                              1.         Review the City/Town’s accident reporting procedures.


                                    Key Points:
                              1.         Report on-the-job accidents to your immediate supervisor as soon
as possible, but no later than 24 hours after the accident.
                              2.         An accident investigation will be conducted to see if or how the
accident could have been prevented.
                              3.         If you observe any unsafe conditions or actions, contact your
supervisor.  These situations will be reviewed to see if changes in the operation or equipment may be appropriate.
                              4.         If a near miss accident occurred that could have caused injury or
property damage, notify your supervisor to determine ways to prevent a future occurrence.

                                

Yes      No        N/A      First Aid
                                    Notes to Instructor:
                              1.         Point out the locations of first aid kits and emergency
eyewash/shower stations during a tour of the facility. 

                                    Key Points:
                              1.         If an injury does not require medical attention, administer the
appropriate first aid using supplies from a nearby first aid kit.
                              2.         Know the locations of the nearest first aid kits in your work area.
                              3.         If first aid supplies are low, insufficient, or outdated, contact your
supervisor.
                              4.         Know the locations of any eyewashes or emergency showers in
your work area.
                              5.         Let your supervisor know of the incident and determine whether it
could have been prevented.
                              6.         Keep in mind that an injury may be worse than first indicated and
later merit medical attention.

Yes      No        N/A      Workers’ Compensation Claims
                                    Key Points:
                              1.         All work related injuries must be reported to your supervisor.
                              2.         You must complete an “Employee’s Loss Control Report”, a
“Supervisor’s Loss Control Report” and an “Employee’s Written Notice of Injury to Employer” form within four working days of the injury.
                              3.                                                                          is responsible for filing
workers’ compensation claims.  If you have any questions regarding a claim, contact him/her.
                              4.         Workers’ compensation applies to medical expenses that are
incurred for approved treatments and also covers a portion of your lost time under specified circumstances.


                              5.         If you need medical assistance, you may see any physician you
choose.  This physician will become your primary physician until the workers’ comp carrier (MMIA) approves an alternate physician or specialist.  If it is an emergency and you must go to the Emergency Room, the Emergency Room Physician will not be your primary physician.  You may choose a physician after you receive emergency care.  This physician will then become your primary care physician. 
                              6.         If you go to another medical provider without having it approved
by the MMIA, you may not be eligible for workers’ compensation benefits.
                              7.         A claims adjuster may contact you to discuss the incident and
answer any questions you may have.

Yes      No        N/A      Return to Work Program
                                    Key Points:
                              1.         The City/Town & the MMIA have a return-to-work
program that will assist you should you have a partial disability from a work injury.  The City/Town works very closely with the MMIA in this program.

Yes      No        N/A      Employee Liability
                                    Key Points:
                              1.         You must stay within the scope of your assigned duties and scope
of authority to avoid liability.
                              2.         When you notice an obvious hazard that should be corrected to
avoid injury or property loss, make appropriate corrections within your responsibility or call it to the attention of your supervisor.

                                    

 

General Safety Rules


Yes      No        N/A      City/Town Safety Rules
                                    Notes to Instructor:
                              1.         Provide a copy of the safety rules to the new employee and review
those applicable to the job.

                                    Key Points:
                              1.         The safety rules for your department are located                             
                                                                                                                          .
                              2.         If you have questions regarding any of these rules, contact your
supervisor.
                              3.         If injured during the violation of a known safety rule, your
workers’ compensation benefits may be reduced up to 50 percent.
Yes      No        N/A      Acceptable Clothing and Footwear
                                    Notes to Instructor:
                              1.         Review the City/Town policy on work clothing.
                              2.         Review the policy on appropriate footwear for the departments
represented.

                                    Key Points:
                              1.         Clothing worn should present an appropriate image.  No stains,
holes, or tears.
                              2.         Reflective vests shall be worn when working around motorized
traffic.
                              3.         The use of shorts, cutoffs or sandals is (your policy here):
                                                                                                                                                  .
                              4.         Loose clothing and jewelry shall not be worn around moving
equipment.

                                  


Yes      No        N/A      Housekeeping
                                    Key Points:
                              1.         You are required to keep your work area in a clean and orderly
fashion.
                              2.         Housekeeping minimizes unseen hazards, helps productivity, and
allows for safe exit in an emergency.

Yes      No        N/A      Operation and Maintenance of Equipment
                                    Notes to Instructor:
                              1.         Become familiar with the tools and equipment that new employees
may be using in their jobs.

                                    Key Points:
                              1.         Proper use of tools and equipment is an important part of your
daily job.  Many accidents occur due to improper operations and maintenance of equipment.  Part of proper maintenance is putting equipment back in the place assigned for it.
                              2.         Make sure you are properly trained before using any tools or
equipment.
                              3.         Inspect for defects before using tools and equipment, including
gaps in electrical insulation, lack of guards or signs of overheating.  Report any unsafe conditions to your supervisor. 
                              4.         Follow applicable maintenance schedules for tools and equipment.


Yes      No        N/A      No Smoking Area
                                    Notes to Instructor:
                              1.         Review your entity’s smoking policy and point out areas where
smoking is permitted or prohibited.

                                    Key Points:
                              1.         Smoking is (prohibited) (permitted)                                                  .
                              2.         Smoking is prohibited in certain areas and operations due to the
use, or proximity to, flammable liquids and gases.  Your supervisor will detail these locations for you.

                            


Yes      No        N/A      Horseplay
                                    Key Points:
                              1.         Horseplay of any kind is discouraged and may be subject to
disciplinary action.


Personnel Policies


Yes      No        N/A      Sexual Harassment
                                    Notes to Instructor:
                              1.         Review the entity’s policy on sexual harassment.

                                    Key Points:
                              1.         Sexual harassment of any kind to fellow employees or the public
will not be tolerated and will result in disciplinary actions.
                              2.         Report incidents to appropriate persons as reflected in our policy.
                              3.         The City/Town’s Sexual Harassment policy is located in the Human
Resources Office.

                                   

Yes      No        N/A      Drug and Alcohol Use
                                    Notes to Instructor:
                              1.         Review the City/Town’s policy as to the consequences of
drug or alcohol use during work hours.

                                    Key Points:
                              1.         Drug and alcohol use in the workplace is specifically prohibited.
                              2.         If you show up to work under the influence, you will be
                              3.         If you are using over the counter or prescription drugs that may
affect your job performance, let your supervisor know.

Yes      No        N/A      Drug and Alcohol Testing
                                    Notes to Instructor:
                              1.         Review the City/Town’s policy on drug and alcohol testing.
                              2.         Ensure that supervisors of CDL drivers are given required training
on DOT Drug and Alcohol Awareness.

                                    Key Points:
                              1.         If you have a Commercial Driver’s License (CDL), federal laws
require random drug and alcohol testing.  The selection process is random and you will not know when you may be selected.  If you test positive during the random test, you will be subject to disciplinary action.  The coordinator for the alcohol and drug testing is Linda Williams of the Human Resources Department.
                              2.         Certain vehicle accidents will result in a post accident drug and
alcohol test to determine whether you were driving while impaired.

                                


Yes      No        N/A      Workplace Violence
                                    Key Points:
                              1.         If you are threatened with violence by an employee or citizen,
contact your supervisor, the police or the Human Resources Department immediately.  Take all threats seriously.
                              2.         Never react with hostility towards anyone.

                                


Yes      No        N/A      Security Procedures
                                    Notes to Instructor:
                              1.         Review applicable security policies and procedures including
measures that are taken to restrict entry of unauthorized persons and allow entry of those authorized.

                                    Key Points:
                              1.         The entity has devices allowing entry into buildings or parking
areas (e.g., gate cards, codes, or employee badges) for the following areas:                                                                             .   
                              2.         Security procedures for working at night or on weekends are as
follows:                                                                                                 
                                                                                                                                                       .   
                              3.         If you see suspicious behavior in parking areas or in and around
the entity’s buildings, contact the Police Department or security.
                              4.         Do not attempt to confront someone who is suspicious or is
committing a crime.  Call 911.

Yes      No        N/A      Citizen Complaints
                                    Key Points:
                              1.         When faced with a citizen complaint about injury or damage
alleged to be caused by the City/Town, refer that complaint to the Risk Specialist, so that they may file a claim.  Report the complaint immediately to your supervisor.  Do not admit liability or make any promises.
                              2.         The City/Town has written procedures for dealing with incidents
involving the public and such an incident should be reported to your immediate supervisor and the Risk Specialist.
                              3.         If a citizen is hostile towards you, respond in a professional
manner.

Yes      No        N/A      Dealing with the Media
                                    Key Points:
                              1.         Do not answer any questions from the media or volunteer any
information regarding accidents or areas of potential liability.
                              2.         Refer them to the City/Town’s spokesperson.
                              3.         The entity’s designated spokesperson(s) are:                              
                                                                                                                                                    .      

Emergency Plan


Yes      No        N/A      Emergency Evacuation
                                    Notes to Instructor:
                              1.         Review your department’s emergency and evacuation plan and
discuss responsibilities of key personnel in response activities.
                              2.         Give more extensive training periodically regarding evacuation,
especially to those with specific responsibilities in the emergency evacuation plan.
3.                  Review the procedures and notification requirements for:
                                          a.         Fires;
                                          b.         Chlorine emergencies and other chemical releases;
                                          c.         Tornadoes;
                                          d.         Floods; and
                                          e.         Bomb threats.
                              4.         Coordinate more extensive training to those that may be affected
or involved with chlorine and chemical spill emergencies.
                       
Key Points:
                              1.         Know the emergency exits within your facilities and determine the
closest path to exit.
                              2.         Make sure aisles are kept clear and exits are unobstructed.
                              3.         Make sure you know who coordinates emergency evacuations
and where to gather after an evacuation.
                              4.         When you notice a chemical release such as chlorine gas,
determine whether evacuation is necessary.
                              5.         If a chemical spill or fire has occurred that is beyond your ability
to control, contact the Fire Department to respond.  They have training in hazardous materials and fire suppression.  If you have not been trained, do not respond to spills or fires.  Evacuate the area and allow those trained to enter.  If you have been trained, make sure you have the correct personal protective equipment, assess the risk using Material Safety Data Sheets, and contact the Fire Department as back-up.

                                    Resources:
                                                OSHA Part 1910.38(a)(5) – Emergency Plan – Training Required
Municipal & County Entities Catalog of Risk Management & Safety Training Materials.
·         Video – Chlorine Safety – 12 Minutes
·         Video – Chemical Safety – 9 Minutes

Personal Protective Equipment (PPE)

Yes      No        N/A      Personal Protective Equipment and its Use
                                    Notes to Instructor:
                              1.         Review the department rules related to PPE use with the employee.
                              2.         Review the policy on reimbursement for certain PPE items.
                              3.         Coordinate more extensive training on the use of specific PPE such
as respiratory protection.

                                    Key Points:
                              1.         The entity will provide you with PPE to perform your job safely,
including the following provisions:                                                     
                                                                                                          .
                              2.         The entity will reimburse you for the purchase of prescription
safety glasses as per the City/Town policy.                                      
                              3.         PPE must be maintained in clean condition without defects.
                              4.         Your supervisor will instruct you on which pieces of PPE are
appropriate for particular operations.
                              5.         Safety glasses with side shields are needed for operations where
something may be projected into your eye including fine dust particles.  Chemical protective goggles are needed for liquids that may splash into your eye.  Safety shoes are needed where there is a potential for heavy objects to fall or pinch your feet.

                                    

Yes      No        N/A      The Use of Back Belts
                                    Notes to Instructors:
                              1.         Review the operations where back belts are used, if at all.
                              2.         Coordinate more extensive training for those who will be wearing
back belts.

                                    Key Points:
                              1.         Back belts are issued to employees in specific departments and
operations based upon their exposure.
                              2.         Training and proper use are necessary for back belts to be effective
in the prevention of back injuries.
                              3.         You should not attempt to lift more than you normally would just
because you are wearing a back belt.


Exposures to Chemical, Physical or Biological Agents


Yes      No        N/A      Hazard Communication Program
                                    Notes to Instructor:
                              1.         Know the location of the “Right to Know” stations or Material
Safety Data Sheet (MSDS) books of the departments being trained.
                              2.         If the use of chemicals will be extensive for those being trained,
coordinate Hazard Communication training for those personnel.

                                    Key Points:
                              1.         Information on the chemicals used in your work area may be found
in the MSDS located                                                                          .
                              2.         Consult a MSDS for the chemical product(s) being used to
determine how to work with the product safely and what hazards may be present.
                              3.         If you feel like you are being adversely exposed to a chemical,
inform your supervisor so that corrective measures can be taken.
                              4.         If using a chemical product, make sure the container is labeled
properly as to the actual contents.  If the container is not labeled, or the label has been defaced, contact your supervisor.

                                  


Yes      No        N/A      Hearing Conservation Program
                                    Notes to Instructor:
                              1.         Employees frequently working in high noise areas or operations
should be included in the formal hearing conservation program.
                              2.         Audiograms (hearing tests) and more extensive training should be
coordinated with the appropriate person.

                                    Key Points:
                              1.         Earplugs and muffs will be provided to employees working in high
noise areas.  They are located                                                        .
                              2.         Inform your supervisor if the supply of earplugs is low, your
earmuffs are damaged, or your plugs or muffs are uncomfortable.

                                    Resources:
                                                OSHA 1910.95

Yes      No        N/A      Bloodborne Pathogens/Infection Control
                                    Notes to Instructor:
                              1.         Review the Bloodborne Pathogens Program/Infection Control Plan.
                              2.         If the employee will be responding to emergency medical
incidents, is a first aid responder, lifeguard, or performing certain janitorial services, coordinate more extensive training on bloodborne pathogens.

                                    Key Points:
                              1.         The Infection Control Plan is located                                                .
                              2.         If you find blood or someone who is bleeding, call 911 and/or
contact someone that has training in first aid/CPR.
                              3.         If you must handle visible blood, treat it as infectious.  Use fluid
resistant gloves, a paper respirator, and safety goggles or face shield to prevent exposure.
                              4.         These pieces of Personal Protective Equipment (PPE) are located
                                                                                                                                                           
                              5.         If you do not have the necessary training to protect yourself from
bloodborne pathogens, seek someone who does to perform the necessary actions.

                       


Yes      No        N/A      Video Display Terminal Work Station Ergonomics
                                    Notes to Instructor:
                              1.         Coordinate an ergonomics evaluation of the applicable employee’s
computer workstations after they are set up.

                                    Key Points:
                              1.         It is important that your computer work station be set up so that
you can perform typical operations such as keying without undue strain.
                              2.         Ensure that your chair provides adequate back support (ie., it is the
right size, adjustment, and tension on the chair back).
                              3.         Adjust your keyboard so that your forearms are parallel to the floor
or slightly sloped downward while keying.
                              4.         Adjust your monitor so that the top of your monitor is at eye level
or slightly lower.
                              5.         Assess your workspace to determine whether items typically
needed are within comfortable reach.  For example, if you must access files and be on the phone at the same time, position these items so they can both be assessed without undue strain.



Yes      No        N/A      Back Injury Prevention
                                    Notes to Instructor:
                              1.         Coordinate more extensive back injury prevention training for
employees who will be performing lifting as a normal function of their job.

                                    Key Points:
                              1.         Perform stretching exercises before lifting.
                              2.         If you don’t feel comfortable with lifting, ask for help or get a
mechanical lifting device such as a hoist or dolly.
                              3.         If you are wearing a back belt, do not attempt to lift more than you
typically would without the belt.  Back belts must be cinched up tightly to be effective.  Receive training on proper use.


                              4.         When lifting:  bend down with the knees; maintain the load close
to the body; maintain natural curvature of the back; do not twist; but pivot with the load if turning.


Vehicle Safety Rules and Procedures


Yes      No        N/A      General Vehicle Safety
                                    Notes to Instructor:
                              1.         Review the policy for vehicle use with employees who will be
driving on business.
                              2.         Coordinate a defensive driving course.

                                    Key Points:
                              1.         Vehicle accidents are one of the most frequent and severe causes
of on-the-job-injuries.
                              2.         The City/Town will schedule you for a defensive driving course as
soon as one is available in the area.
                              3.         The City/Town rules for vehicle use are located                         .


Yes      No        N/A      Qualifying to Drive a Vehicle
                                    Notes to Instructor:
                              1.         Determine whether any employees in the orientation need
Commercial Driver’s Licenses (CDL).  Check to see if they have appropriate licenses for the vehicles they will be operating.
                              2.         Coordinate specialized training such as bus driving or off-road
driving as necessary.

                                    Key Points:
                              1.         To drive a vehicle for the entity you must be properly trained on
that type of vehicle.
                              2.         If you are driving a vehicle with 16 or more passengers including
the driver, or a vehicle weighing over 26,000 pounds, you must have a Commercial Driver’s License (CDL), and therefore to be included in the random drug and alcohol testing.

Yes      No        N/A      Vehicle Checkout Procedures
                                    Notes to Instructors:
                              1.         Review your vehicle checkout procedures with employees who
will be driving City/Town vehicles.

                                    Key Points:
                              1.         Before starting a vehicle for use, check the tires for wear and
pressure and the lights for proper operation.  Adjust the rear view and side view mirrors.  While in operation, check the brakes to see if they are working properly.
                              2.         You must have the appropriate licenses and otherwise qualify to
use that vehicle before checking it out.
                              3.         The vehicle checkout system is coordinated through                       
                                                                                                                                                           

Yes      No        N/A      Seatbelt Use
                                    Notes to Instructor:
                              1.         Review the seatbelt policy.
                              2.         Discuss any incentive programs you may have to encourage the
use of seatbelts and any procedures used to monitor compliance.

                                    Key Points:
                              1.         You must have your seatbelts fastened (shoulder harness and lap
belt) while moving, and in the front seat of any vehicle performing operations essential to your work.
                              2.         Anyone violating this rule is subject to disciplinary actions.

Yes      No        N/A      Vehicle Inspections
                                    Notes to Instructor:
                              1.         If applicable, review the vehicle inspection and preventative
maintenance schedules.

                                    Key Points:
                              1.         Check fluid levels and tire pressures once a week.
                              2.         If you hear any strange noises or if any problems are noted, inform
your supervisor.
                              3.         Your supervisor will schedule a more thorough inspection and
service for the vehicle at the City/Town Shops.

Yes      No        N/A      Vehicle Accidents
                                    Notes to Instructor:
                              1.         Review form used for performing a vehicle accident investigation.

                                    Key Points:
                              1.         All accidents, no matter how minor, involving property damage,
vehicle damage and/or injury, must be reported as soon as possible.  Do not leave the scene of an accident.  Wait for the police.


General


Yes      No        N/A      Employee Suggestions
                                    Notes to Instructor:
                              1.         Identify any suggestion box or other process for submitting safety
suggestions.
                              2.         Discuss any incentives available to employees for submitting
safety suggestions or reporting and investigating near miss incidents.

                                    Key Points:
                              1.         Employees are encouraged to submit suggestions to improve
safety; either work practices or conditions, to your supervisor.
                              2.         Near miss accidents and suggestions on how to prevent a
recurrence should also be reported.

Yes      No        N/A      Access to Employee Medical Records
                                    Key Points:
                              1.         If you’ve been exposed to a hazard at work and the exposure has
been measured, you may find your exposure records at the office of Human Resources.
                              2.         Applicable medical records may be found at the office of Human
Resources.

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