EHS

Injury and Illness Prevention Program

This program includes a wide range of interactive policies, procedures and practices that are intended to help identify and control workplace hazards for California State University, Northridge employees.

I.   Purpose

Purpose
It is the objective of California State University, Northridge (CSUN) to maintain an environment for faculty, staff, and students that will protect their health and prevent injury.  Employees will not be required to perform tasks that are unreasonably hazardous. The University will establish and maintain a system of interactive policies, plans, programs, procedures and practices that are intended to help identify and control occupational hazards. In addition, departments will provide facilities and equipment that meet all applicable federal, state and local safety laws and regulations.

While the overall responsibility for campus health and safety rests with the President, the immediate responsibility for workplace health and safety belongs to each campus employee who performs a supervisory role.  Each supervisor is expected to set productive objectives that are intended to advance the campus toward compliance with the laws and regulations. All faculty and staff are to ensure that safe and healthful conditions and practices are provided and followed within the areas under their control.

II.    Objectives

An effective Injury and Illness Prevention Program will assist management in determining what hazards exist in the work place, how to correct hazards that may occur and what actions to take to prevent them from recurring.
The following objectives can be achieved by implementing the Illness and Injury Prevention Program:
    • Reduction of work-related injuries and illnesses, property loss and environmental impairment;
    • Development and implementation of safe and healthful work practices for each specific job performed by the University's employees;
    • Provision of general safety and health rules to all employees;
    • Adherence to disciplinary procedures to ensure that safety rules and work procedures are put into practice and enforced;
    • Satisfactory maintenance of equipment;
    • Prompt investigation of hazardous conditions, workplace accidents, near-miss incidents, and reported illness and injuries;
    • Prevention of hazards through inspections; and
    • Prompt correction of identified hazards.

III.   Responsibilities

  • Deans, Directors & Department Heads:
    • It is the responsibility of deans, directors and department heads to ensure College and / or Department compliance with the Injury and Illness Prevention Program.  These individuals are also responsible for assigning individuals and providing resources for:
      • Developing a training program designed to instruct employees and students in safe work practices and specific job duties prior to assignment to potentially hazardous employment;
      • Documenting employee and student training, injuries, incident reports and grievances involving safety issues;
      • Forwarding training records to the Environmental Health and Safety Department;
      • Maintaining an inventory of hazardous materials present in all work areas within the department;
      • Informing outside contract employees, who work in areas under department jurisdiction, of the hazards to which those employees may be exposed;
      • Designating staff that will be responsible for serving as departmental safety coordinators or as a point of contact for safety related information;
      • Distributing safety information within department or area of responsibility; and
      • Ensuring that supervisors adhere to adopted procedures and enforce safety regulations.
  • Managers / Supervisors:
    • Are responsible for:
      • Enforcing safe work practices and procedures;
      • Implementing the training program designed to instruct employees and students in safe work practices and specific job duties;
      • Instructing employees in the recognition and avoidance of unsafe conditions, including hazards associated with non-routine tasks and emergency operations;
      • Permitting only those employees or students qualified by training to operate potentially hazardous equipment and make certain that employees or students understand all safety procedures associated with their job duties;
      • Investigating accidents and preparing written documentation;
      • Requesting a Safety Data Sheet when one is not already available for a hazardous material; and
      • Correcting and/or reporting unsafe conditions to their immediate superior.
  • Environmental Health & Safety (EH&S):
    • EH&S (Tony Pepe) has been assigned the responsibility to develop, implement and monitor the Injury and Illness Prevention Program for CSUN.  This is accomplished by:
      • Consulting with other campus managers regarding regulatory compliance, hazard identification and evaluation, procedures for correcting unsafe conditions, systems for communicating with employees, safety meeting scheduling, employee training programs, compliance strategies and record keeping;
      • Monitoring activities, on a consultative basis, in the areas of chemical hygiene, emergency preparedness, fire safety, hazard communication, hazard identification, hazardous materials management, industrial hygiene, biological safety, occupational safety, pest management, public health and sanitation, and radiation safety;
      • Maintaining environmental and industrial hygiene monitoring records;
      • Investigating employee complaints of hazardous conditions and referring findings to appropriate supervisors and managers; and
      • Maintaining employee safety training records.
  • Department Safety Coordinators:
    • Department Safety Coordinators (DSC) are appointed in departments/areas with higher hazard levels (e.g. PPM or Chemistry) and serve as the primary liaison with EH&S for implementation of the IIPP.  DSCs are appointed by the department chair or manager and will:
      • Assist the dean, director, or department chair with implementation of the Injury and Illness Prevention Program and other safety/environmental programs;
      • Coordinate employee EH&S training within their department;
      • Work with EH&S and other departments (e.g. PPM) to conduct periodic safety inspections of facilities, equipment and projects to identify unsafe conditions and practices;
      • Make recommendations and initiate corrective actions regarding identified hazards or deficiencies;
  • Employees:
    • Employees are expected to actively participate in the development and implementation of the Injury and Illness Prevention Program. Employee responsibilities include:
      • Using common sense and good judgment at all times;
      • Reading and complying with procedures and guidelines provided by their supervisors;
      • Attending training sessions and complying with all applicable safety requirements;
      • Informing their supervisor of workplace hazards without fear of reprisal;
      • Asking questions of their supervisors when there is concern about an unknown or hazardous situation; and,
      • Reporting injuries and Illnesses to their supervisors prior to the end of the shift. 
    •  All employees are expected to adhere to safe and healthy work practices.  Failure to do so can result in the University initiating corrective action, up to and including dismissal, for any violation. 

IV.    Safety Communications

Managers and supervisors are responsible for ensuring communication with workers about occupational safety and health and encouraging workers to inform their managers and supervisors about workplace hazards without fear of reprisal.

The following methods have been established to communicate with employees on matters relating to health and safety, including the communication of hazards. 

CSUN PUBLIC SAFETY ADVISORY BOARD

The CSUN Public Safety Advisory Board is a campus wide safety committee that provides a forum for employees, management, and students to discuss public and workplace safety issues.  The board includes representatives from:

    • Environmental Health and Safety
    • Risk Management
    • Department of Police Services
    • Calif. State University Employee’s Union (CSUEU) –represents employees in units 7 and 9
    • Student Affairs
    • Physical Plant Management (PPM)
    • Student Health Center
    • Associated Students 
    • Disability Resources and Educational Services
    • Human Resource Services
DEPARTMENTAL SAFETY MEETINGS

Departments should schedule regular meetings at which safety and health issues may be freely and openly discussed by employees of the department.  These meetings can be incorporated into existing department meetings (e.g. staff meetings).

EH&S WEBSITE

CSUN EH&S has established a web page that makes the following available:

TAILGATE SAFETY MEETINGS

Tailgate safety meetings should be conducted weekly in departments that provide operational support (e.g, trades, grounds, custodial, facilities, machine operators).  These short (5-10 minute) meetings focus on current safety issues such as those related to an ongoing project or recent accident.  Employees are also given the opportunity to discuss safety concerns or ideas for improving the department safety program.  

ACCIDENT/INJURY INVESTIGATION PROGRAM
    • Employees, along with their supervisor and EH&S participate in all accident investigations.  In addition to helping to determine the root cause of the accident being investigated, the employee may assist with any actions taken to prevent re-occurrence of the incident.  Unsafe acts by the employee (if any) will be addressed as part of the investigation.
DEPARTMENT SAFETY COORDINATOR PROGRAM
    • One of the primary purposes of the Department Safety Coordinator program is to provide safety information that is relevant to the represented departments.  Department safety concerns or issues are also a topic at every Department Safety Coordinator meeting.
EMPLOYEE HEALTH AND SAFETY HANDBOOK

V.  Identifying & Correcting Workplace Hazards

CSUN has several mechanisms for identifying and correcting safety hazards. 

    • When we initially established our IIP Program;
    • When new substances, processes, procedures or equipment which present potential new hazards are introduced into our workplace;
    • When new, previously unidentified hazards are recognized;
    • When occupational injuries and illnesses occur; and
    • Whenever workplace conditions warrant an inspection.

Examples of the Mechanisms for identifying safety hazards including periodic inspections:

  • EH&S Assessment Program:

Administered by the EH&S department and includes departments and because of their activities, are subject to a higher level of regulatory compliance.  Focus of the assessment is on compliance with applicable safety and environmental regulations as well as best management practices.  Assessments are conducted every 1-4 years (depending upon the hazard levels in the department) and include:

    • PPM
    • Chemistry & Biochemistry
    • Biology
    • Engineering
    • Art
    • Theatre
    • Geology
    • Physics
    • Family Consumer Science
  • Night Safety Walk Program

Administered by the Public Safety Advisory Board (see section IV), this program focuses on identifying and correcting exterior hazards that may be present at night on campus (e.g. dim lighting or potential hiding areas for criminal activity).  Walks are conducted once per year and participation from the entire University community is encouraged.

  • Chemical Hygiene Assessment Program

Chemical hygiene program is administered by the EH&S department, this program focuses on research laboratories that use hazardous materials (including biohazardous materials).  

  • Department Safety Inspection Program

A self-inspection program conducted in higher activity departments (e.g. Biology, Chemistry/Biochemistry and Art).  Inspections are conducted once per semester and include all laboratory/studio/shop areas.  Inspection documentation (including follow up actions) will be reviewed as part of EH&S assessments (see 9.1).

  • Correcting Hazards

Once identified, the responsibility for correcting a workplace hazard is the responsibility of the college, department or administrative unit that has operational control of the area.  College, department or administrative units have the authority and responsibility to stop all activities associated with workplace hazards that if not corrected could present an imminent or serious safety hazard.  Employees are not required to perform tasks or work in areas that are unreasonably hazardous.

Imminent/serious safety hazards must be reported to PPM Work Control (extension 2222), Department of Police Services (extension 2111), or EH&S (extension 2401) immediately. NOTE: Department of Police Services (extension 2111) is available 24 hours a day.

For common areas such as campus grounds and walkways, PPM is responsible for correcting the hazard.  PPM also maintains a work control center where hazardous conditions can be reported (extension 2222). 

 

VI.  Accident & Illness Report

It is essential that all occupational accidents and illnesses be reported and investigated as soon as possible.  Detailed procedures for reporting and investigating employee accidents can be found on the EH&S web site. 

  • Notification Reports:

Employees are required to notify their supervisor immediately if they suffer a work related injury or illness.  Even minor injuries that require only first aid shall be reported.  Supervisors are required to notify EH&S by telephone (extension 2401) as soon as possible, but no later than 8 hours after an employee injury.  Public Safety will also notify EH&S when serious injuries occur on campus.

EH&S will make all Cal-OSHA notifications for serious injuries, e.g. one or more days of overnight stay at a hospital.

  • Supervisor’s Accident/Illness Investigation Report:

All employee accidents and illnesses will be investigated by the employee’s supervisor.  Even minor injuries or accidents that do not result in injuries must be investigated.  Accident investigations are documented using form 620 “Supervisor Accident/Illness Report.”  The 620 form as well as instructions for completing and accident investigation can be found on the EH&S web site.  Copies can also be obtained by calling EH&S (extension 2401) or Human Resource Services (extension 3351).  

VII.  Employee Safety Training

Effective dissemination of safety information lies at the heart of a successful Injury and Illness Prevention Program. It is necessary to provide training for employees concerning general safe work practices, as well as specific instruction to address hazards unique to each employee’s job assignment.

EMPLOYEE SAFETY TRAINING

The University offers safety training programs for employees on a regular basis (see section 11.0). Included are such topics as ergonomics, emergency procedures, hazard communication and defensive driver training. Departments should also provide specific training programs for employees prior to assignment to a new job and when work assignments change.

All workers, including managers and supervisors, shall have training and instruction on general and job-specific safety and health practices. Training and instruction is provided:

    • When the IIP Program is first established;
    • To all new workers, except for construction workers who are provided training through a construction industry occupational safety and health training program approved by Cal/OSHA;
    • To all workers given new job assignments for which training has not previously provided;
    • Whenever new substances, processes, procedures or equipment are introduced to the workplace and represent a new hazard;
    • Whenever the employer is made aware of a new or previously unrecognized hazard;
    • To supervisors to familiarize them with the safety and health hazards to which workers under their immediate direction and control may be exposed; and
    • To all workers with respect to hazards specific to each employee's job assignment.

General workplace safety and health practices include, but are not limited to, the following:

    • Implementation and maintenance of the IIP Program.
    • Emergency action and fire prevention plan.
    • Provisions for medical services and first aid including emergency procedures.
    • Prevention of musculoskeletal disorders, including proper lifting techniques.
    • Proper housekeeping, such as keeping stairways and aisles clear, work areas neat and orderly, and promptly cleaning up spills.
    • Prohibiting horseplay, scuffling, or other acts that tend to adversely influence safety.
    • Proper storage to prevent stacking goods in an unstable manner and storing goods against doors, exits, fire extinguishing equipment and electrical panels.
    • Proper reporting of hazards and accidents to supervisors.
    • Hazard communication, including worker awareness of potential chemical hazards, and proper labeling of containers.
    • Proper storage and handling of toxic and hazardous substances including prohibiting eating or storing food and beverages in areas where they can become contaminated.
  • Specific Training:
    • EH&S provides a series of OSHA compliance safety training programs each year. Among the subjects offered are: bloodborne pathogens protection, ergonomics, hazard communication and defensive driving. EH&S will also assist departments in the development of training programs designed to meet safe work practice requirements.  

    • Work Practice Training:
      • Specialized training sessions, dealing with an employee’s unique job assignment, must be provided to convey an understanding of the employee’s job tasks and possible related hazards. Each department head will:
        • Ensure that all employees receive general and task specific training prior to assignment on a new job;
        • Ensure that employees are trained whenever new substances, processes, procedures or equipment are introduced to the work place which represent a new hazard or whenever the supervisor receives notification of a new or previously unrecognized hazard; and
        • Ensure that all training is documented and that a copy of this documentation is forwarded to EH&S.
  • Training Program Matrix:

matrix that lists the required EH&S training for employees (by job classification and department) is maintained by EH&S.  The information in this matrix is used to guide EH&S training. 

VIII.  Record Keeping

Cal-OSHA regulations require maintenance and retention of records for occupational injuries and illnesses, medical surveillance, exposure monitoring, inspections and other activities relevant to occupational safety and health.  Records are managed and / or stored using several methods including but not limited to: on-line, electronic (e.g. spreadsheets), or manual records.

  • Accident & Illness Reports:

Accident and Illness Reports are kept by the department that conducts the investigation and by EH&S.  EH&S maintains the records for a minimum of five years.

  • Employee Exposure Records:

Employee exposure records will be maintained for thirty years. These records include results from monitoring for exposure to chemical, physical and biological agents. Exposure records will be stored in the EH&S department.

  • Medical Records:

Employee medical records will be maintained for thirty years.  Such records include medical histories; the results of medical exams and lab tests; first aid records; and descriptions of treatments and prescriptions. Medical records will be maintained by the treating physician and/or Human Resource Services.

  • Employee Exposure & Medical Record Analysis:

Each analysis using exposure or medical records will be preserved and maintained for at least thirty years.

  • Documentation of Activities:
    • The University will keep records of steps taken to establish and maintain the Injury and Illness Prevention Program.  Records will be kept in the EH&S department. These records will be retained for at least three years and will include:
      • Records of scheduled and periodic inspections to identify unsafe conditions and work practices including the name of the person(s) conducting the inspection, the unsafe conditions and work practices identified, and the corrective action(s) taken; and
      • Documentation of health and safety training for each employee; specifically employee name or other identifier, training dates, types of training and the name of the training provider. 

IX.  Employee Access to Exposure & Medical Records

The University recognizes that employees, their designated representatives and authorized representatives of the Chief of the Division of Occupational Safety and Health (Cal-OSHA) have a right of access to relevant exposure and medical records. Such access is necessary to yield both direct and indirect improvements in the detection, treatment and prevention of occupational disease. Whenever an employee or designated representative requests access to a record, the University shall assure that access is provided in a reasonable time, place and manner. 

X.  Additional Safety & Environmental Programs

The following programs detail procedures for compliance with specific environmental health and occupational safety regulations. Programs are located on the CSUN Environmental Health and Safety's  Health & Safety, Radiation Safety and Environmental Management web page.  

 XI.  Regulatory Reference

California Labor Code Section 6401.7 (Chapter 1369, Statutes 1989);

California Code of Regulations, Title 8, Section 3203, 2304.  

 XII.   Revision Record

CHANGES

DATE

Minor revision

October 2009

Revision and migration to WebOne

February 2014

Minor revision

December 2018

Minor revision

February 2019

Minor revision

August 2019

Reviewed and revised

May 2020