VENTURA COUNTY SCHOOLS BUSINESS SERVICES AUTHORITY

VENTURA COUNTY SCHOOLS BUSINESS SERVICES AUTHORITY INJURY AND ILLNESS PREVENTION PROGRAM IN FULFILLMENT OF SB 198 ADOPTED BY THE GOVERNING BOARD: AUGUST 12, 1991 Rev. 10/19/05

TABLE OF CONTENTS I. Manager's Delegation of Authority II. III. IV. Governing Board's Policy Statement Written Illness and Injury Prevention Program Identification of Safety and Health Hazards V. Safety Training Program VI. VII. VIII. Exhibit A Exhibit B Exhibit C Exhibit D Communication System: Safety Meetings Compliance with Recordkeeping Requirements Claims Procedures Inspection Forms Safety Training Resources Training Verification Form Report of Unsafe Condition or Hazard Form Injury and Illness Prevention Program Page 2 of 14

I. MANAGER'S DELEGATION OF AUTHORITY FOR THE DISTRICT'S INJURY AND ILLNESS PREVENTION PROGRAM By this writing, authority and responsibility is hereby delegated to the Chief Business Official, for the purpose of performing the duties required to carry out the intent of the Ventura County Schools Business Services Authority SB 198 Injury and Illness Prevention Program, described by the Board of Directors (copy attached). All information or questions regarding the Injury and Illness Prevention Program should be routed directly to the above designated person. The Chief Business Official is authorized to carry out the necessary steps for accomplishing the intent of the SB 198 Injury and Illness Policy. It is essential for all employees to participate in the Agency's safety and health programs and cooperate in the effort of total compliance to state laws and regulations and to perform their tasks in the safest possible manner. It is also the responsibility of every employee to report any safety and health hazard or possible risk which might be discovered by casual observation, by inspections, or through casual conversation to their supervisor as soon as possible. Tamera M. McCracken Name Business Manager Title (Signed Original is in VCSBSA IIPP Binder) January 13, 1992 Signature Date Injury and Illness Prevention Program Page 2 of 14

II. GOVERNING BOARD'S POLICY STATEMENT: INJURY AND ILLNESS PREVENTION PROGRAM No function of the Ventura County Schools Business Services Authority is so critical as to require a compromise of employee safety. Accidents, injuries and illnesses take a terrible toll on the available resources within a place of employment, not only monetarily, but also in human suffering to the employee and members of the injured employee's family. In order for the Ventura County Schools Business Services Authority to accomplish its goal, we will strive to provide a place of employment free from all recognized hazards, provide comprehensive safety and health training for our employees, and insist on the safest possible work practices. We have created an atmosphere that promotes safety and health. We want each employee to know that every reasonable step is being taken by management to reduce the potential for an accident. We expect every employee to support and participate in this program and to strive in achieving our ultimate goal of an injury-free workplace. It is our intent to comply with all federal, state, and local safety requirements and regulations as written in Senate Bill 198 and General Industry Safety Orders of The State of California. It is the responsibility of the Chief Business Official to oversee the integrity of the Injury and Illness Prevention Program, assuring the program is effective, ongoing and meets all requirements of the law. Our safety and health program has the full support and commitment of the Ventura County Schools Business Services Authority Board of Directors. Jean Faught (Signed Original is in VCSBSA IIPP Binder) 1/7/92 Name Signature Date Carol L. Vines (Signed Original is in VCSBSA IIPP Binder) 1/13/92 Name Signature Date Dennis Convery (Signed Original is in VCSBSA IIPP Binder) 1/13/92 Name Signature Date Dale Forgey (Signed Original is in VCSBSA IIPP Binder) 1/13/92 Name Signature Date Injury and Illness Prevention Program Page 3 of 14

III. WRITTEN INJURY AND ILLNESS PREVENTION PROGRAM Completion of this document indicates that it is the policy of the Ventura County Schools Business Services Authority to fully comply with Labor Code 6401.7 (SB 198) and General Industry Safety Order 3203, Injury and Illness Prevention Program. 1. ORGANIZATION: Ventura County Schools Business Services Authority 5189 Verdugo Way Camarillo, CA 93012 Phone: (805) 383-1974 Fax: (805) 383-1973 The Ventura County Schools Business Services Authority, hereinafter referred to as VCSBSA, is a service organization established to provide business services to the small school districts in Ventura County. The Board of Directors meets monthly or as necessary to carry on the business of the agency. VCSBSA is a member of the Ventura County Schools Self-Funding Authority and depends upon this organization for advice on current and new laws, regulations, and codes affecting the risk management operations of the agency. VCSBSA, at its regular meetings, discusses safety and health issues, and provides guidance in safety and health matters. 2. SB 198 PROGRAM DIRECTOR: Tammy McCracken, Chief Business Official 5189 Verdugo Way Camarillo, CA 93012 Phone: (805) 383-1972 Fax: (805) 383-1973 The Chief Business Official has the authority and responsibility to perform the duties required to complete the programs of, and the intent of, the SB 198 injury and illness prevention program. The budget for the injury and illness program is referred to as "The Safety Credit Program" which allows the necessary funds to properly train employees, provide employees with personal safety protection gear where appropriate, accomplish inspections of the workplaces, and maintain the required record keeping. Any questions regarding the SB 198 Injury and Illness Prevention Program for VCSBSA should be routed directly to the Chief Business Official. Injury and Illness Prevention Program Page 4 of 14

3. SAFETY AND HEALTH HAZARD IDENTIFICATION, EVALUATION AND PREVENTION PROGRAM: General Industry Safety Orders and other Safety Orders applicable to the agency will be reviewed. MSDS (Material Safety Data Sheets) will be reviewed on all chemicals used. Investigations of all accidents, injuries, illnesses, and unusual events that have occurred at this location will be held immediately. Periodic and scheduled inspections of general work areas and specific work stations are carried on in a timely manner to discover and correct any safety or health hazard exposure in every work area. Inspection forms (checklists) have been developed to inspect for safety and health exposures. Information provided by employees will be evaluated in a timely fashion and acted upon. Training schedules and records are maintained in the office and are available for review by all employees, regulatory agencies and employee representatives. 4. ACCIDENT AND INJURY/ILLNESS REPORT AND INVESTIGATION PROGRAM: It is the duty and responsibility of every employee to report to his/her employer or supervisor, any incident or condition which may cause injury or illness to any person(s) in any area of employment. In the event of an unplanned occurrence resulting in an incident causing injury or illness to an employee, an Employee Accident Report Form is provided for documenting the incident resulting in an employee becoming injured or ill. As soon as possible, after the incident has been reported or the supervisor has knowledge of the incident, the supervisor is responsible to interview the employee and complete the Employee Accident Report Form. The employee should sign the report form attesting to the accuracy of the incident report. As soon as possible, after completing the Employee Accident Report Form, the supervisor must notify the person responsible for the district's SB 198 Illness and Injury Prevention Program of the incident and forward the report to the pre-designated office. In addition, as soon as possible, the supervisor will investigate the incident for the purpose of correcting any hazards or exposures which are alleged to have contributed to the cause of the incident. The supervisor is responsible for completing the Supervisors Investigation Report Form and forwarding it to the correct pre-determined office. Injury and Illness Prevention Program Page 5 of 14

5. EMPLOYEE SAFETY TRAINING Employee safety training is provided for all employees of the organization. New employees are provided initial training upon hiring prior to work assignment. Training is provided to employees when assigned new tasks for which they have not received safety training. Supervisors are trained on all hazards and safe practices in their area of responsibility. Training includes, but is not limited to general area safety training and specific assignment or job safety class training. Documentation of training is maintained for individual initial training and for group training sessions. This documentation is maintained in the office of the person responsible for the SB 198 Safety and Health Program. Refresher training is provided periodically and at times when certain job assignments requiring special safety and health precautions are suggested or required. Should there be a language barrier with the training programs, employees will be made to understand the safety program by other means. Every employee will have the opportunity to learn safe practices. 6. COMMUNICATION PROGRAM Every employee is encouraged to participate in the employee-employer communication program. This program is designed to help ensure the continuance of a safe place of employment. It is therefore the duty and responsibility of every employee to advise the employer of any unsafe conditions, work practices, unrecognized hazards, and make suggestions to improve workplace safety. It is the intent of this program to encourage employees to participate in this communication effort without fear of adverse consequences for providing information to the employer. Every employee has the right to inform CAL/OSHA of any unsafe conditions or practices without fear of adverse consequences. Reports may be made anonymously by telephone, letter or written on a piece of scrap paper. Injury and Illness Prevention Program Page 6 of 14

7. RECORDKEEPING PRACTICES: All training records and records relating to SB 198 Injury and Illness Prevention Program will be maintained for a period of three years. The exception to this rule is the employee exposure to hazardous chemicals records. These records will be maintained for a period of thirty years past the work termination of the affected employee. 8. REVIEW AND APPROVAL: This Injury and Illness Prevention Program is hereby approved. (Signed Original is in VCSBSA IIPP Binder) 1/13/92 Carol L. Vines, Board of Directors Date Responsible Person: Signature indicates that a copy of the program has been provided and responsibility to implement the program is understood. (Signed Original is in VCSBSA IIPP Binder) 1/13/92 Tamera McCracken, Chief Business Official Date Injury and Illness Prevention Program Page 7 of 14

IV. IDENTIFICATION OF SAFETY AND HEALTH HAZARDS 1. PERIODIC SCHEDULED INSPECTIONS Every six (6) months: Inspection of the VCSBSA office area will be conducted by the safety designee. Identifiable hazards at the VCSBSA office may include: * Tripping hazards (cords, file drawers left open, poor carpeting) * Hazards due to electrical shock (frayed electrical cords, appliances, equipment not properly grounded) * Burn hazards (touching hot plate while it is on, not picking up coffee pot by its handle, burning self with over-filled hot coffee, not following copier instructions, and touching hot areas) * Picking up and moving items improperly * Pulling out more than one (1) drawer of a file at a time causing file cabinet to fall over * Improper use and handling of copier toner, developer, and other supplies (refer to appropriate MSDS sheet) 2. NEW MATTERS The Safety Designee will arrange for an inspection and investigation of any new substance, process, procedure, or equipment introduced into the workplace. The Safety Designee will also arrange for an inspection and investigation whenever the VCSBSA is made aware of a new or previously unrecognized hazard. 3. EMPLOYEE REPORTING OF HAZARDS Employees are required to immediately report any unsafe condition or hazard that they discover in the workplace immediately to their supervisor. No employee will be disciplined or discharged for reporting any workplace hazard or unsafe condition. Employees who wish to remain anonymous may report unsafe conditions or hazards by submitting a Report of Unsafe Condition or Hazard to the Safety Designee without identifying themselves or call Cal/OSHA directly (805) 654-4581 and report the unsafe condition anonymously without fear of reprisal. Injury and Illness Prevention Program Page 8 of 14

4. DOCUMENTATION OF INSPECTION The attached Safety Inspection Report (Exhibit A) will be completed by the Safety Designee for each periodic scheduled inspection. 5. ACCIDENT INVESTIGATION All work-related accidents will be investigated by the VCSBSA in a timely manner. Minor incidents and near misses will be investigated as well as serious accidents. A near miss is an incident which, although not serious in itself, could have resulted in a serious injury or significant property damage. Investigation of these instances may avoid serious accidents in the future. Investigation of all incidents and accidents will be documented on the Occupational Accident, Injury or Illness Investigation Report form. Injury and Illness Prevention Program Page 9 of 14

V. SAFETY TRAINING PROGRAM No supervisor should assume that a newly-hired, newly-assigned, or reassigned employee thoroughly knows all the safe job procedures. He/she must be trained. The following four-point method of job instruction has been found best for all hazardous operations: Preparation, Presentation, Performance, and Follow-Up. 1. PREPARATION * Put him/her at ease. * Define the job and find out what he/she wants to know about it. * Get him/her interested in learning his/her job. * Place him/her in the correct position for him/her to work. 2. PRESENTATION * Tell, show, and illustrate one important step at a time. * Stress each key point. * Instruct clearly, completely, and patiently, but cover no more than he/she can master each time. 3. PERFORMANCE * Have him/her do the job; coach him/her while he/she works. * Have him/her explain each key point to you as he/she does the job again. * Make sure he/she understands. * Continue until you know he/she knows. 4. FOLLOW-UP * Put him/her on his/her own. * Designate to whom he/she goes for help. * Check frequently; encourage questions. * Taper off extra coaching and close follow-up. Many industrial injuries can be effectively treated at the location, thereby eliminating the need to visit a doctor for each minor injury. Adequate First Aid materials shall be available. The Ventura County Schools Business Services Authority can ensure that equipment, machinery, and supplies at least conform to the minimum OSHA standards. A pre-printed statement on contracts and purchase orders similar to that below is a must to protect the agency from liability and to avoid paying twice for safety items that should Injury and Illness Prevention Program Page 10 of 14

have been installed to begin with. A sample Contract and Purchase Order Statement is as follows: "The articles covered in this purchase order/contract must conform to the Safety Orders of the Division of Occupational Safety and Health of the State of California, and the Federal Occupational Safety and Health Act of 1970, whichever is more restrictive." A good purchasing practice is to involve those people who will be using the product to develop specifications, including safety requirements. Injury and Illness Prevention Program Page 11 of 14

VI. COMMUNICATION SYSTEM: SAFETY MEETINGS VCSBSA will conduct quarterly safety meetings. These meetings will cover such issues as: 1. New hazards that have been introduced or discovered in the workplace. 2. Causes of recent accidents or injuries and the methods adopted by the VCSBSA to prevent similar incidents in the future. 3. Any health or safety issue deemed by the Manager to require reinforcement. 4. Policies, equipment needs, personnel needs, etc., that can enhance the program. 5. Safety Bulletin Board requirements. 6. In-service educational programs for the staff. All training will be documented. These documents shall be retained for a period of three (3) years. Injury and Illness Prevention Program Page 12 of 14

VII. COMPLIANCE WITH RECORDKEEPING REQUIREMENTS VCSBSA recognizes its responsibility and shall keep appropriate records of steps taken to implement and maintain the program per Labor Code 6401.7(d). 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 three (3) years. 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 providers. This documentation shall be maintained for three (3) years. Injury and Illness Prevention Program Page 13 of 14

VIII. CLAIMS PROCEDURES A. LIABILITY/PROPERTY/AUTOMOBILE PHYSICAL DAMAGE CLAIMS The Ventura County Schools Self-Funding Authority Claims Procedures Manual provides procedures for reporting all liability, property, automobile physical damage claims and this manual should be used. B. WORKERS' COMPENSATION CLAIMS The SCRMA Workers' Compensation Claims Procedure Manual provides procedures for reporting all Workers' Compensation claims, and this manual should be used. Injury and Illness Prevention Program Page 14 of 14