OKLAHOMA CITY COMMUNITY COLLEGE HAZARD COMMUNICATION PROGRAM. Environmental Health and Safety

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1 OKLAHOMA CITY COMMUNITY COLLEGE HAZARD COMMUNICATION PROGRAM Environmental Health and Safety Established: December 1994 Revised: December 1998 Revised: January 31, 2008 Reviewed: May 12, 2009 Revised: December 21, 2010 Revised: December 6, 2011 Developed in accordance with OSHA Standard 29 CFR

2 1.0 General Information: This document explains the Hazard Communication Program (Program) for all Oklahoma City Community College (OCCC) employees. This Program has been developed to protect employees from health and physical hazards associated with hazardous chemicals and to ensure employees have a safe and healthy work environment as required by the Federal Occupational Safety and Health Act (OSHA) 29 CFR and adopted by the Oklahoma Department of Labor. The Program provides information regarding how employees are informed of hazardous chemicals and materials in the workplace, exposure potential, and how to reduce or eliminate risks. The Program also identifies the individual accountability for ensuring the Program is successfully carried out. The Program will be reviewed on an annual basis by the Environmental Health and Safety Committee (Committee) and revised whenever there is a change in regulations. The original copy of the Program will be kept in the Office of Emergency Planning and Risk Management. Photocopies of the Program will be made available upon request to any person in accordance with OSHA regulations. (29 CFR (e) and 29 CFR (e)(4)). 2.0 Program Objectives: The objectives of OCCC s Hazard Communication Program are: 2.1 Ensure compliance with the applicable state and federal standard; 2.2 Protect the health and safety of employees at OCCC; and 2.3 Craft guidelines for implementation and continuance of a hazard communication program. 3.0 Institutional Responsibilities: In achieving OCCC s objective to provide a safe and healthy work environment, the following responsibilities of the institution are: 3.1 Develop and maintain a current Chemical Inventory List (CIL) containing the common and trade names of all hazardous chemicals present in the workplace. A master CIL shall be maintained in alphabetical order cross-referenced to its chemical names. 3.2 Material Safety Data Sheets (MSDS). Maintain in the workplace copies of the required MSDS for each hazardous chemical and shall ensure that the MSDS are readily accessible during each work shift to employees when they are in their work areas. Electronic storage is permissible as long as no barriers limit an employee s immediate access to the MSDS in each workplace. 3.3 Access to written records. Upon request by an affected employee or employee representative, OCCC ensures access to copies of the CIL and MSDS s required by the regulations set forth in the Standard and ensures that they are readily 2

3 accessible as soon as possible in a reasonable time, place, and manner, but in no event later than one (1) working day after the request for access is made. 3.4 Labeling. Each department ensures that every container in the work area containing a hazardous chemical bears a label indicating the chemical or product name. 3.5 Training and information program. Provide employee training and information designed to communicate to each employee the hazardous chemicals to which they may be exposed. 3.6 Written hazard communication program. Develop and implement a written Hazard Communication Program which describes how the requirements of the Hazard Communication Standard will be met. The Program includes methods used to inform employees of the hazards of non-routine tasks performed by employees or by outside contractors and the hazards associated with chemicals contained in unlabeled pipes in their work areas. The Program is reviewed and updated on an annual basis by the Committee. Documentation of the review is maintained in the Office of Emergency Planning and Risk Management. A copy of the Program is maintained at each primary workplace facility where it has been determined that hazardous chemicals are present. 3.7 Provide additional instruction whenever an employee may be routinely exposed to additional hazardous chemicals or chemicals which require special precautions, or whenever an employee s potential for exposure is increased due to changes in work practices, or through the introduction of new toxic and hazardous chemicals or equipment. 4.0 Employee Responsibilities: Employees covered by the Program include exempt and non-exempt personnel whether full-time or part-time, temporary or permanent; adjunct faculty members; contract workers; Student Temporary Employment Program (STEP); and Federal Work Study student employees. All employees affected by hazardous chemicals will be accountable for the following: 4.1 Able to read and understand chemical labels and MSDS; 4.2 Ask questions when they do not understand; and know how and where to obtain information or assistance; 4.3 Stay abreast of current chemical and material hazards information; 4.4 Respect and follow all rules and procedures applicable to hazardous substances 4.5 Perform job in accordance with precautions communicated to employee during training and information programs. 4.6 Contact their immediate supervisor upon receiving a potentially hazardous exposure. 5.0 Definitions. The following definitions will apply: 5.1 Hazardous chemical is defined as any chemical which is a physical or health hazard. 3

4 5.2 Health hazard means chemicals which are carcinogens, toxic or highly toxic agents, reproductive toxins, irritants, corrosives, sensitizers, hepatotoxins, nephrotoxins, neurotoxins, agents which act on the hematopoietic systems and agents which damage the lungs, skin, eyes or mucous membranes. 5.3 Physical hazard means a chemical for which there is scientifically valid evidence that it is a combustible liquid, a compressed gas, explosive material, flammable material, an organic peroxide, an oxidizer, pyrophoric material, unstable (reactive), or water reactive. 6.0 Outside Contractor s Responsibilities. 6.1 All contractors performing work at OCCC facilities are responsible for providing a training and education program for their employees which meets the requirements of the Federal Hazard Communication Standard (29 CFR or 29 CFR or the Oklahoma Hazard Communication Standard (Title 40 Section ). Outside contractors will comply with all provisions of the Hazard Communication Standard while performing work on OCCC campus. Periodic audits may be performed to assure compliance. 6.2 All hazardous substances brought onto OCCC campus by a contractor will be accompanied by a MSDS. Copies of contractor s CIL and MSDSs will be provided to the Office of Emergency Planning and Risk Management. OCCC will inform all contractors as to the location of hazardous chemicals at OCCC that may be encountered during the course of their work and as to any safety precautions that should be taken while at OCCC. A signed Contractor Safety Form (Attachment A ) is required stating the contractor agrees to this provision. 6.3 Contractor s employees will not disturb or handle any hazardous chemicals belonging to OCCC encountered in the course of their duties and will report immediately the existence of hazardous chemicals belonging to OCCC in the area of their work that must be disturbed or handled so that OCCC may determine how best to proceed. 6.4 Contractors and sub-contractors are informed regarding site emergency response procedures and any potential fire, explosion, health, safety or other hazards that have been identified by the employer s information. 7.0 Laboratories. All laboratories must comply with this Program. Laboratory personnel must adhere to all applicable occupational and environmental health and safety regulations, including, but not limited to, the OSHA Occupational Exposure to Hazardous Chemicals in Laboratories Standard (29 CFR ) and the Bloodborne Pathogen Standard (29 CFR ). Laboratory supervisors are responsible for chemical inventories, MSDSs, labeling and training within their laboratories. 8.0 Chemical Inventory List. OCCC maintains a current master CIL containing the common and trade names of all hazardous chemicals present in the workplace. Such CIL may be compiled for the workplace as a whole or for individual work areas Each building on campus shall have a CIL listing all hazardous substances present in that specific building. A Campus Master CIL is maintained by the Offices of Emergency Planning and Risk Management and Campus Police Department in alphabetical order cross-referenced to its 4

5 chemical names. All supervisors ensure that an inventory is prepared for each workplace in their assigned departments or work areas in which hazardous materials are used or stored. 8.1 The CIL is generated by Site Administrators using OCCC MSDS online located on the Employee Home Page under Health and Safety or accessed directly at A copy is maintained in the individual work area for employee access and the original forwarded to the Offices of Emergency Planning and Risk Management and Campus Police Department. 8.2 Within 15 days after the receipt of new material, the Site Administrator is required to update the master CIL for all new hazardous substances introduced into the assigned departments or work areas where the hazardous substances is stored and is required to notify the Office of Emergency Planning and Risk Management of the updated information. Employees working in areas where new materials are introduced are trained on the use of the new material prior to its introduction into the workplace. 8.3 Quarterly backups of all CIL lists are created from the OCCC MSDS online system and updated and revised on an annual basis or as new substances are acquired or introduced into the work area. 9.0 Record of Exposure. 9.1 A chemical exposure record is maintained for each employee who has been exposed to a chemical in the workplace. This documentation includes the name(s) of the chemical(s), the date(s) of exposure(s) and any other pertinent information to adequately make any necessary medical determinations should medical problems arise in the future. This information is: Stored for not less than 40 years; or Provided to employees on a regular basis or upon termination in a form that includes the following statement, You should preserve this report for future reference. 9.2 If an employee receives a potentially hazardous exposure or develops signs or symptoms of overexposure to a hazardous substance, the employee will seek medical attention and notify his/her supervisor immediately. If a supervisor or designated coordinator becomes aware that an employee has received a potentially hazardous exposure to any hazardous substance, agent, or condition, the supervisor or designated coordinator immediately notifies the employee of the exposure and take such steps as may be necessary to provide medical evaluation, monitoring, treatment and documentation of such exposure. 9.3 It is the responsibility of the employee s supervisor to complete a Hazardous Substance Employee Exposure Report form (Attachment B ). The form is available online, in the Office of Human Resources and the Office of Emergency Planning and Risk Management. The fully executed form is submitted for processing within 24 hours of the incident to the appropriate Senior Human Resource Specialist. Copies of the form are also sent to the Office of Emergency Planning and Risk Management. 9.4 The Hazardous Substance Employee Exposure Report form is retained for the duration of employment plus 40 years. 5

6 10.0 Material Safety Data Sheets (MSDSs) Purchase Orders for any hazardous substance, regardless of the quantity ordered, requires that an MSDS be obtained. It is the responsibility of the immediate supervisor to make every effort to obtain an MSDS from the manufacturer. The Office of Emergency Planning and Risk Management is available to offer assistance if needed Each department s Site Administrator maintains an MSDS using OCCC MSDS online for each hazardous chemical identified on the inventory lists for his/her respective area, and ensures that MSDSs are readily accessible during each work shift to employee when they are in his/her work area(s). Electronic access, microfiche, and other alternative to maintaining paper copies of the MSDSs are permitted as long as no barriers to immediate employee access in each workplace are created by such options. Site Administrators, in conjunction with department supervisors ensure employees are trained on how to access MSDS information using OCCC MSDS online Where employees must travel between workplaces during a work shift (their work is carried out at more than one geographic allocation) the MSDSs may be kept at the primary workplace facility. In this situation, the designated coordinator ensures that employees can obtain the required information in an emergency When any new hazardous chemical is to be introduced into the workplace, the MSDSs shall be available prior to beginning use of the chemical MSDSs are available, upon request, to employee representatives and to the authorized employees of the Oklahoma Department of Labor Access to Written Records: Availability Upon request by an affected employee or the employee s designated representative access to copies of the chemical inventory list for the employee s work area and associated MSDSs are provided at a reasonable time, place and manner, but in no event later than one (1) working day after the request for access is made Whenever an affected employee or employee s designated representative requests a copy of the chemical inventory list for the employee s work area or associated MSDSs, the supervisor, within 15 days, assures that either a copy or a mechanical means to copy is provided. In case of a medical emergency, the information is provided immediately If any employee has requested information pursuant to this section of the Program, and has not received the information within the specified time period, the employee may then refuse to work with the substances or at the location for which the request was made. A supervisor may not discharge or initiate any adverse personnel action against any employee because the employee has exercised his/her right under this provision A supervisor may not request or require any employee to waive any rights under this Program, and, in any event, if such waivers are executed they shall be null and void Labeling. OCCC shall ensure that: 6

7 12.1 All containers of hazardous chemicals provided to or used on any OCCC campus must bear appropriate labels as described in this section All chemical containers are labeled in accordance with the Federal Hazard Communication Standard (29 CFR ) at the time of receipt Supervisors ensure that every hazardous chemical container in their assigned departments or work areas bear a label indicating the chemical or product name, including the identity of the hazardous chemicals contained therein and an appropriate hazard warning. The Office of Emergency Planning and Risk Management can provide assistance with such information 12.4 Labels required by this section are not to be defaced or removed Labels or other forms of warning will be legible, in English, and prominently displayed on the container, or readily available in the work area throughout each work shift. Departments/work areas with employees who speak other languages may add the information in other languages to the material presented, provided that the information is presented in English as well Piping systems carrying hazardous chemicals are labeled by Operations/Site Support/Facilities Management at the valve or valves located at the point at which a chemical enters the workplace s piping system, and at other valves, outlets, vents, drains, or connections which would allow the release of a substance from the piping system Portable containers into which hazardous chemicals are transferred from labeled containers, and which are intended only for immediate use by the employee who performs the transfer, are not required to be labeled Storage tanks are labeled with the identity of the substances contained therein. The label must show the health, flammability, reactivity, and physical hazards associated with the substance. The National Fire Protection Association (NFPA) rating system shall be used to show these ratings Containers used by outside service contractors are to be properly labeled with either a manufacturer s label or a Hazardous Material Information System (HMIS) label prior to use of the hazardous substance on OCCC property Manufacturer s labels are not defaced or removed. Employees that work in areas where sealed containers of hazardous substances are received for distribution to other departments must insure that the manufacturer s labels are not defaced or removed. If the labels are removed or defaced contact the Site Administrator for a replacement HMIS label Labels will bear the chemical or product name and identify hazardous chemicals therein, if any, and bear an appropriate warning, if required If a spill or leak occurs in a container of hazardous substance, the employees must leave the area, go to a place of safety and call Campus Police Department to report the spill. Campus Police proceeds to the area of the spill or leak, will determine if other resources may be required to contain the spill or leak and will provide scene control until area is clear MSDS s for all substances in any storeroom shall be readily accessible to employees for any stored substance Areas where hazardous substances are stored are to be properly marked with appropriate signs that identify the area as a place where hazardous substances are 7

8 used or stored. The signs warn employees and visitors that proper precautions shall be observed when entering the area. The Uniform Laboratory Hazard Signs (ULHS) are available from Facilities Management or Safety and Security Labeling requirements in this section are not required for: 13.1 Any pesticide as such term is defined in the Federal Insecticide, Fungicide, and Rodenticide Act (7 U.S.C. Section 136, et seq.), when subject to the labeling requirements of that Act and labeling regulations issued under that Act by the Environmental Protection Agency; 13.2 Any chemical substance or mixture as such terms are defined in the Toxic Substances Control Act (15 U.S.C. Section 2601, et seq.), when subject to the labeling requirements of that Act and labeling regulations issued under that Act by the Environmental Protection Agency; 13.3 Any food, food additive, color additive, drug, cosmetic, or medical or veterinary device or product, including materials intended for use as ingredients in such products (e.g. flavors and fragrances), as such terms are defined in the Federal Food, Drug, and Cosmetic Act (21 U.S.C. Section 301, et seq.) or the Virus-Serum-Toxin Act of 1913 (21 U.S.C. Section 151, et seq.), and regulations issued under those Acts, when they are subject to the labeling requirements under those Acts by either the Food and Drug Administration of the Department of Agriculture; 13.4 Any distilled spirits (beverage alcohols), wine, or malt beverage intended for nonindustrial use, as such terms are defined in the Federal Alcohol Administration Act (27 U.S.C. Section 201, et seq.) and regulations issued under that Act, when subject to the labeling requirements of that Act and labeling regulations issued under that Act by the Bureau of Alcohol, Tobacco, and Firearms; 13.5 Any consumer product or hazardous substance as those terms are defined in the Consumer Product Safety Act (15 U.S.C. Section 2051, et seq.) and Federal Hazardous Substances Act (15 U.S.C. Section 1261, et seq.) respectively, when subject to a consumer product safety standard or labeling requirement of those Acts, or regulations issued under those Acts by the Consumer Product Safety Commission; 13.6 Agricultural or vegetable seed treated with pesticides and labeled in accordance with the Federal Seed Act (7 U.S.C. Section 1551, et seq.) and the labeling relations issued under that Act by the Department of Agriculture; and 13.7 Drugs which are dispenses by a pharmacy to a health care provider for direct administration to a patient Training and information program All OCCC employees are required to participate in training and information programs designed to communicate information about the hazardous chemicals to which they may be exposed. All employees include temporary, work-study, STEP, part-time, full-time and adjunct faculty. New employees receive Hazard Communication training at New Employee Academy; 14.2 Employee training and education is provided within the first 30 days of employment and/or transfer (but prior to being placed in the area where exposure might take place) and at least annually thereafter. Training and education provided to employees is documented with detailed records of training. Documentation of training with respect to this Program is maintained by the Office of Emergency 8

9 Planning and Risk Management. The training records are kept for a period of three (3) years. Training includes the following minimum requirements; Methods and observations that may be used to detect the presence or release of a hazardous chemical in the work area; Physical and health hazards of chemicals in the work area; Measures employees may take to protect themselves from these hazards, including appropritate work practices, emergency procedures, and personal protective equipment to be used; Methods used to inform employees of hazards of non-routine tasks performed by employees or by outside contractors and the hazards associated with chemicals contained in unlabeled pipes in their work areas, if applicable; and The details of this Program, including an explanation of the labeling system and the MSDSs, and how employees can obtain and use the appropriate hazard information Information includes, but is not limited to: The requirements of the Oklahoma Hazard Communication Standard; Known operations in the employee s work area where hazardous chemicals are present; and The location and availability of the written OCCC Hazard Communication Program, inventory lists, and MSDSs OCCC provides additional instruction whenever the employee may be routinely exposed to additional hazardous chemicals or chemicals which require special precautions, or whenever the employee s potential for exposure is increased due to changes in work practices, or through the introduction of new toxic and hazardous chemicals or equipment Supervisors are responsible for ensuring that all employees in their respective departments or areas receive all appropriate safety training as required by this Program and other OCCC safety or environmental policies or procedures Service contractors whose work or materials pose a health hazard to OCCC employees in their assigned departments or work areas must show proof of compliance with the applicable federal or state Hazard Communication regulation including proof of contractor employee training. Established: December 1994 Revised: December 1998 Revised: January 31, 2008 Revised: December 21, 2010 Revised: December 6,

10 ATTACHMENT A CONTRACTOR REQUIREMENTS Oklahoma City Community College ( OCCC ), in compliance with the Oklahoma Hazard Communication Standard Title 380 of the Oklahoma Administrative Code, Chapter 45, and the Federal OSHA Hazard communication Standard 29 CFR , is compelled to require the following from all outside contractors performing work on the OCCC Campus: (a) A complete Chemical Inventory List ( CIL ), listing all hazardous substances that you or any of your employees (this will also include subcontractors) will use or transport during the fulfillment of your contracted duties at OCCC. The CIL must be completed and retained for the duration of your contracted duties at OCCC. Anytime a new substance is brought onto the worksite, the CIL MUST be amended to show the addition of the new substance. (b) A complete, legible Material Safety Data Sheet ( MSDS ) for each substance listed on your CIL is to be kept on file with the CIL. (c) A complete, legible label on each hazardous substance which identifies the substance by: chemical name, Chemical Abstract Service Number ( CAS ), manufacturer, and hazard warnings. If the manufacturer's label does not meet these requirements, adhesive labels are available for the Office of Safety and Security so that the required information can be applied. (d) A training program for your employees, to provide assurance that your employees are trained to safely use the substances required for your contracted duties, provided the necessary personal protective equipment required for your contracted duties, and that the requirements of the Oklahoma Hazard Communication Standard are met. (e) A contingency plan, or plan of action to manage a spill/accident involving any hazardous substance required by you for your contracted duties on the OCCC campus. The above items must be completed and presented to the Project Manager upon the initiation of the construction project. If there are any questions regarding these requirements, please contact the Office of Facilities Management. I hereby agree to adhere to these requirements. Date Authorized Representative of 10

11 ATTACHMENT B Hazardous Substance Employee Exposure Report Complete form and send original to: Director of Benefits, Department of Human Resources Send copy of completed form to: Director of Emergency Planning and Risk Management Please Print or Type Last Name: First Name: Middle Initial: Department: Title: OCCC ID: Date/Time of Exposure: Duration of Exposure: Location of Exposure (Building & Room No.): Chemical Name(s): Chemical Abstract No.: Trade and/or Common Name(s) of Chemical(s): Type of Exposure (e.g. inhalation, ingestion, contact) If contact, what body part was exposed? How did exposure occur? (Use additional sheet if necessary): Was personal protection equipment available? Yes Was personal protection equipment used? Yes No No If personal protection equipment used, what type(s)? Was prior training/instructions given to employee prior to exposure? Yes No Were any symptoms present at time of exposure? Yes No If so, describe (attach physician s report, if applicable): Severity of Exposure: First Aid Medical Treatment Unknown Describe: Lost time from work? Yes No Estimate of lost time: Were other employees exposed? Yes No If so, list names and OCCC ID No. (Use additional sheet if necessary): List suggestions to prevent reoccurrence: Exposed Employee Signature Date Supervisor Signature Date FILE REPORT WITHIN 24 HOURS OF NOTIFICATION The statements and facts in this form shall not constitute nor be construed to constitute any admission or evidence of liability 11