EHS

Injury 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.

A COVID-19 Prevention Program (CPP) has been developed to address the requirements of the COVID-19 Prevention Emergency Temporary Standards and as a supplement to the Injury and Illness Prevention Program.  The CPP is provided in Section XII, as an addendum to the Injury and Illness Prevention Program.

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:

A 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 & SafetyRadiation 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.   COVID-19 Prevention Program (CPP) for California State University, Northridge

This CPP is designed to control exposures to the SARS-CoV-2 virus that may occur in our workplace.

Authority and Responsibility

Section III in CSUN’s Injury and Illness Prevention program outlines the overall authority and responsibility for implementing the provisions of this CPP in our workplace. In addition, all managers and supervisors are responsible for implementing and maintaining the CPP in their assigned work areas and for ensuring employees receive answers to questions about the program in a language they understand.

All employees are responsible for using safe work practices, following all directives, policies and procedures, and assisting in maintaining a safe work environment.

Identification and Evaluation of COVID-19 Hazards

We will implement the following in our workplace:

  • Conduct workplace-specific evaluations and periodic inspections, as needed to identify unhealthy conditions, work practices, and work procedures related to COVID-19 and to ensure compliance with COVID-19 policies and procedures. Appendix A: COVID-19 Office Evaluation Checklist may be utilized for this purpose.
  • Evaluate employees’ potential workplace exposures to all persons at, or who may enter, our workplace.
  • Review applicable orders, as well as general and industry-specific guidance from the State of California, Cal/OSHA, and the local health department, related to COVID-19 hazards and prevention.
  • Departments will evaluate existing COVID-19 prevention controls in our workplace and the need for different or additional controls.

Employee Participation

Employees, while working on campus, are encouraged to participate in the identification and evaluation of COVID-19 hazards by:

  • Reporting to management without fear of negative consequences from:
    • COVID-19 hazards they observe
    • Any individual they observe that is not following the current COVID-19 protocols established for that worksite or area
  • Department COVID-19 Coordinators who will evaluate workspaces for any necessary protocol changes required; or
  • Providing suggested solutions to modifications of worksites, workflow or processes to encourage compliance with COVID-19 policies and procedures.

Employee Screening

Employees will take their temperature at home before coming to campus before every shift; if the reading is at, or over 100.4F degrees, employees are advised not to come to work and to consult with their medical provider. Employees are to call their manager or supervisor and advise that they will not be reporting to campus for their shift and to inquire about leave options.

Employees reporting to on-campus must complete the Employee Self-Screening-Survey, available on MyNorthridge Portal or CSUN App, prior to coming to campus for each day they report to campus regardless of the duration on site. If an employee’s answers are all “no,” the employee will be sent an email clearing them to come to campus for the day. This email is to be forwarded to their manager or supervisor. If any of the answers are “yes,” the employee will not receive clearance, and will be advised to consult with their medical provider. Employees are to call their manager or supervisor and advise them they will not be reporting to campus for their shift, and to inquire about leave options.

Correction of COVID-19 Hazards

Unsafe or unhealthy work conditions, practices or procedures will be documented on the Appendix A: COVID-19 Office Evaluation Checklist form, and corrected in a timely manner based on the severity of the hazards. The severity of the hazard will be assessed and correction time frames will be assigned by the CSUN Environmental Health & Safety, and/or other campus entity(s).

Control of COVID-19 Hazards

Physical Distancing

Where possible, ensure at least six feet of physical distancing at all times in the workplace by:

  • Reducing the number of employees who physically report on campus, by offering accommodations that may include telework or other remote work arrangements.
  • In worksites where employees are reporting for work, reducing the number of persons in an area at one time, including visitors.
  • Installing visual cues such as signs and floor markings to indicate where employees and others should be located, or their direction and path of travel.
  • Staggering arrival, departure, work, and break times. Adjusting work processes or procedures, such as reducing production speed, to allow greater distance between employees.
  • Separating employee workstations and areas to support physical distancing.
  • Limiting the number of persons that can be in any enclosed office space, storage room or break room.
  • Removing seating in wait areas.

Notify your appropriate administrator if you were closer than six (6) feet to anyone while on campus for a total of 15 minutes or longer. The appropriate administrator may need to advise an employee who has been closer to another individual due to a work emergency to go home, call their doctor, and isolate, and to maintain a face covering and call or visit their occupational health facility for evaluation of risk for COVID and possible testing.

Please seek guidance from Environmental Health & Safety and Facilities if you would like recommendations for improving distancing and circulation options in your work environment.

Face Coverings

Employees shall have and wear an acceptable face covering at all times while on campus. Face covering can be removed in a well-ventilated private office, but LACDPH encourages wearing face coverings whenever outside one’s home.

If an employee does not have a face covering, a box of disposable and/or reusable masks are available at the worksite main entrance point. Reusable face covering can be requested from their appropriate administrator, who should contact CSUN Physical Plant Management (CSUN PPM) for procurement.

Acceptable face coverings include any mask, bandana, or scarf that:

  • Covers the nose and mouth openings
  • Fits snuggly against the face with secured ties/ear loops
  • Includes at least two layers of fabric
  • Allows breathing without restriction
  • Does not have exhalation valves or vents which allow virus particles to escape
  • Is able to be laundered/machine dried without damage or change to shape

Please note: Face coverings should be washed frequently and at least on a daily basis.

The following are exceptions to the use of face coverings in our workplace:

  • Face coverings can be removed in a well-ventilated private office, but LACDPH encourages wearing face coverings whenever outside one’s home.
  • When an employee is alone in a well-ventilated room or suite, but must be readily available for use if another person enters the space.
  • While eating and drinking at the workplace, provided employees are at least six feet apart and outside air supply to the area, if indoors, has been maximized to the extent possible.
  • Employees who cannot wear face coverings due to a medical or mental health condition or disability, or who are hearing-impaired or communicating with a hearing-impaired person. Alternatives will be considered on a case-by-case basis.

Engineering Controls

For situations where we cannot maintain at least six feet between individuals, plexiglass barriers have been installed on countertops as well as 6-foot distance floor stickers placed designating where an individual seeking service at the counter(s) may wait while being serviced.

HVAC systems have been evaluated for all occupied buildings. MERV 13 filters installed in centralized HVAC systems where feasible.

Cleaning and Disinfecting

Employees reporting for work in worksites that are open and operational are advised of the frequency and scope of cleaning and disinfection in their areas.

We implement the following cleaning and disinfection measures for frequently touched surfaces:

  • Providing needed sanitization supplies for hands, surfaces, work areas, and restrooms.
  • Providing time for employees to implement sanitizing protocols during their shift.
  • Shared equipment and surfaces (such as computers and printers) are to be sanitized before and after each use using provided sanitizing solution and paper towels or sanitizing wipes. Note: Employees must not spray cleaner directly on computer keyboards or printer interface panels. Sanitizer should be sprayed on a paper towel first, then wipe.
  • Regular cleaning by custodial personnel of workspaces that are utilized by employees.
  • Increased frequency of cleaning and disinfecting of high-touch surfaces by custodial personnel.

Should replenishment of supplies be required, employees are to notify their manager or supervisor, who will in turn request additional supplies from the designated COVID-19 Coordinator. Additional supplies may also be ordered from CSUN PPM.

Should we have a COVID-19 case in our workplace, the COVID-19 Coordinator will notify the Custodial Manager (either USU or CSUN PPM depending on worksite(s) affected) and copy Environmental Health and Safety to request cleaning and disinfection for the worksite(s) used by a COVID-19 case during the high-risk exposure period, per current COVID-19 positive cleaning protocols.

Shared Tools, Equipment and Personal Protective Equipment (PPE)

Items that employees come in regular physical contact with, such as phones, headsets, desks, keyboards, writing materials, instruments and tools must also not be shared, to the extent feasible. Where there must be sharing, the items will be disinfected between uses by the employees using the equipment. Shared equipment (such as computers and printers) are to be sanitized before and after each use using provided sanitizing solution and paper towels or sanitizing wipes. Note: Employees must not spray cleaner directly on computer keyboards or printer interface panels. Sanitizer should be sprayed on a paper towel first, then wipe. Employees should be trained and/or instructed on appropriate cleaning protocol and frequency by their manager or supervisor.

Sharing of vehicles, such as electric carts, will be minimized to the extent feasible, and high-touch points (for example, steering wheel, door handles, seatbelt buckles, armrests, shifter, etc.) will be disinfected between users. Sanitizing solution and paper towels or sanitizing wipes will be placed near electric cart parking.

Hand Sanitizing

In order to implement effective hand sanitizing procedures, we:

  • Encourage and allow time for employee handwashing.
  • Encourage employees to wash hands frequently with soap and water for at least 20 seconds each time.
  • Provide employees with an effective hand sanitizer (with minimum 60% ethyl alcohol content), and encourage it’s use when hand washing is not possible.
  • Provide handwashing facilities either in open and operational worksites, or by coordinating access to nearby restroom(s) in the USU complex during working hours. 

Personal Protective Equipment (PPE) Used to Control Employees’ Exposure to COVID-19

We evaluate the need for PPE (such as gloves, goggles, and face shields) as required by CCR Title 8, section 3380, and provide such PPE as needed.

When it comes to respiratory protection, we evaluate the need in accordance with CCR Title 8 section 5144 when the physical distancing requirements are not feasible or maintained.

PPE (e.g., masks, gloves, goggles and face shields) must not be shared.

Investigating and Responding to COVID-19 Cases

Positive COVID-19 diagnosis are reported to Pandemic Manager (Dr. Yolanda (Linda) Chassiakos at linda.reid.chassiakos@csun.edu) and Human Resources.

For employees who have performed any work while on Campus within the 16 days are welcomed to voluntarily share the information with the Pandemic Manager at the email listed above or contacting the Student Health Center. As a result of a confirmed positive test result, the campus will:

  • Report the positive test to CSUN’s Workers Compensation insurance administrator, within three (3) business days of learning of the positive case.
  • Report the highest number of employees who reported to work at the employee’s specific worksite location in the 45 days preceding the last day the employee worked at the specific worksite location to the Workers Compensation insurance administrator.
  • Conduct an internal investigation to mitigate potential exposure of other employees.  This will be accomplished by following the Accident/Incident investigation process.

Employees who had potential COVID-19 exposure while performing work will be offered COVID-19 testing at no cost during their working hours.

This self-report is not required, but if authorized by the individual, can allow CSUN to assist the LACDPH with notifications which can promote the health and well-being of our campus community. Additionally, if resources, allow, CSUN may be able to assist LACDPH with contact tracing, if the employee index case consents to release the names of their contact(s).

System for Communicating

Our goal is to ensure that we have effective two-way communication with our employees, in a form they can readily understand, and that it includes the following information:

  • Instructions that employees should report COVID-19 symptoms and possible hazards to the Human Resources Manager via email or telephone.
  • That employees can report symptoms and hazards without fear of reprisal.
  • Our procedures or policies for accommodating employees with medical or other conditions that put them at increased risk of severe COVID-19 illness.
  • Where testing is not required, how employees can access COVID-19 testing.  Employees can obtain voluntary testing through their personal physician’s office or at a county run testing facility.   A list of testing facilities in Los Angeles County can be found at the website:  https://covid19.lacounty.gov/testing/
  • In the event we are required to provide testing because of a workplace exposure or outbreak, we will communicate the plan for providing testing and inform affected employees of the reason for the testing and the possible consequences of a positive test.  CSUN partners with Kaiser On the Job (KOJ) and/or Concentra Occupational Health Centers for this type of testing and testing that is in response to CCR Title 8 section 3205.1, Multiple COVID-19 Infections and COVID-19 Outbreaks, as well as section 3205.2, Major COVID-19 Outbreaks.
  • Information about COVID-19 hazards employees (including other employers and individuals in contact with our workplace) may be exposed to, what is being done to control those hazards, and our COVID-19 policies and procedures.

Training and Instruction

We will provide effective training and instruction that includes:

  • Our COVID-19 policies and procedures to protect employees from COVID-19 hazards.
  • Information regarding COVID-19-related benefits to which the employee may be entitled under applicable federal, state, or local laws.
  • The fact that:
    • COVID-19 is an infectious disease that can be spread through the air.
    • COVID-19 may be transmitted when a person touches a contaminated object and then touches their eyes, nose, or mouth.
    • An infectious person may have no symptoms.
    • Methods of physical distancing of at least six feet and the importance of combining physical distancing with the wearing of face coverings.
    • The fact that particles containing the virus can travel more than six feet, especially indoors, so physical distancing must be combined with other controls, including face coverings and hand hygiene, to be effective.
    • The importance of frequent hand washing with soap and water for at least 20 seconds and using hand sanitizer when employees do not have immediate access to a sink or hand washing facility, and that hand sanitizer does not work if the hands are soiled.
    • Proper use of face coverings and the fact that face coverings are not respiratory protective equipment - face coverings are intended to primarily protect other individuals from the wearer of the face covering.
    • COVID-19 symptoms, and the importance of obtaining a COVID-19 test and not coming to work if the employee has COVID-19 symptoms.
  • Training records are obtained by running a report through the CSUN’s learning management system CSU Learn.

Critical employees required to report to work on campus must complete a mandatory training on workplace and campus protocols related to physical distancing, wearing face coverings, hygiene/hand washing & sanitizing and general workplace safety measures.

Exclusion of COVID-19 Cases

Where we have a COVID-19 case in our workplace, we will limit transmission by:

  • Ensuring that COVID-19 cases are excluded from the workplace until our return-to-work requirements are met.
  • Excluding employees with COVID-19 exposure from the workplace for 14 days after the last known COVID-19 exposure to a COVID-19 case.
  • Continuing and maintaining an employee’s earnings, seniority, and all other employee rights and benefits whenever we’ve demonstrated that the COVID-19 exposure is work related. This will be accomplished through our worker’s compensation insurance provider and providing any required employer-paid sick leave benefits where not covered by worker’s compensation.
  • Providing employees at the time of exclusion with information on available benefits.

Reporting, Recordkeeping, and Access

It is our policy to:

  • Report information about COVID-19 cases at our workplace to the local health department whenever required by law, and provide any related information requested by the local health department.
  • Report immediately to Cal/OSHA any COVID-19-related serious illnesses or death, as defined under CCR Title 8 section 330(h), of an employee occurring in our place of employment or in connection with any employment.
  • Maintain records of the steps taken to implement our written COVID-19 Prevention Program in accordance with CCR Title 8 section 3203(b).
  • Make our written COVID-19 Prevention Program available at the workplace to employees, authorized employee representatives, and to representatives of Cal/OSHA immediately upon request.
  • Use the employee self-screening surveys to help investigate COVID-19 cases, maintain records, and track all COVID-19 cases. The information will be made available to employees, authorized employee representatives, or as otherwise required by law, with personal identifying information removed.

Return-to-Work Criteria

COVID-19 cases with COVID-19 symptoms will not return to work until all the following have occurred:

  • At least 24 hours have passed since a fever of 100.4 or higher has resolved without the use of fever-reducing medications.
  • COVID-19 symptoms have improved.
  • At least 10 days have passed since COVID-19 symptoms first appeared.

If an employee is diagnosed with COVID-19, the individual should remain in isolation and under doctor’s instruction for at least 10 days and 3 days after all symptoms have disappeared. The patient can self-report a positive COVID diagnosis and volunteer to share the names of their contacts, but this must be voluntary.

The employee will be asked to provide a clearance from their doctor before returning to work. COVID shedding has been observed in some patients after their convalescence, but may not present a risk to others or high infectivity.

References

CSUN as One

Cal/OSHA COVID 19 Guidance and Resources

California Code of Regulations, Title 8, section 3205

 XIII.   Revision Record

CHANGES

DATE

Revision and migration to WebOne

February 2014

Minor revision

December 2018

Minor revision

February 2019

Minor revision

August 2019

Reviewed and revised

May 2020

COVID-19 Prevention Program (CPP) for California State University, Northridge

January 2021