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EHS Regulatory Overview College and University Auditors of Virginia May 21, 2012.

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Presentation on theme: "EHS Regulatory Overview College and University Auditors of Virginia May 21, 2012."— Presentation transcript:

1 EHS Regulatory Overview College and University Auditors of Virginia May 21, 2012

2 EHS Functions Environmental Health & Safety – Environmental Compliance – Emergency Preparedness & Response – Fire Safety – Laboratory Safety – Occupational Health – Occupational Safety

3 EHS Mission EHS partners with various University officials, departments, and personnel to promote health, safety, environmental protection, emergency preparedness and compliance with applicable local, state, and federal regulations, guidelines, and best practices.

4 Requirements Framework Laws & Regulations Executive Orders Guidelines Industry Standards Best Practices University Policies

5 Occupational Safety Requirements Framework OSHA State Plan States OSHA/VOSH: Workplace Safety & Health – Bloodborne Pathogens - Confined Spaces – Hazard Communications - Electrical Safety – Walking and Working Surfaces - Fall Protection – Personal Protective Equipment – and MANY more DHRM: Workers’ Compensation NFPA/NEC: Electrical Safety

6 CDC/NIOSH: – Respiratory Protection, Medical Surveillance NIH/OLAW: Animal Care Workers AAALAC /NRC: – Animal Care Workers, Vivarium Facilities ACGIH: – Chemical Exposure Limits, Noise, Temperature Extremes ANSI: Lab Ventilation ASHRAE: Ventilation EPA: Indoor Air Quality Occupational Health Requirements Framework

7 OSHA/VOSH: Laboratory Safety and Chemical Hygiene, Laboratory Amenities/Equipment, Laboratory Safety Practices NRC/VDH: Radiation Safety Practices and Licensing CDC: Registration of Select Agents NIH: Biosafety Practices, Facilities, and Project Review DEA: Controlled Substances DOT: Hazardous Materials Transportation Security, Domestic Hazardous Materials Shipping IATA: International Shipping and Shipments by Air DHS: Chemical Facility Security ANSI: SEW, Lab Decommissioning Laboratory Safety Requirements Framework

8 EPA/DEQ: – Air Emissions – Hazardous Materials & Waste – Spill Prevention and Controls – Pesticide Application – Storm Water Pollution Prevention – AST and UST Local POTW Environmental Compliance Requirements Framework

9 IFC/VaSWFPC: – Fire Prevention – Fire Suppression Systems IBC NFPA: – Specific Codes as Adopted by VaSWFPC DoEd: – Fire Statistics in Residence Halls Fire Safety Requirements Framework

10 FEMA/VDEM: – Emergency Plans and Procedures, Emergency Preparedness Guidance Office of the Governor (Executive Order 41): – Emergency Preparedness via EOP DoEd: – Missing Students, Timely Emergency Notification Emergency Preparedness Requirements Framework

11 Overarching Requirements OSHA General Duty Clause requires an employer to furnish to its employees: "employment and a place of employment which are free from recognized hazards that are causing or are likely to cause death or serious physical harm to his employees..."

12 Overarching Requirements NIH Grants Policy Statement “Grantees are responsible for meeting applicable Federal, State, and local health and safety standards and for establishing and implementing necessary measures to minimize their employees' risk of injury or illness in activities related to NIH grants.”

13 Risks Injury or Illness Loss of Accreditation Decrease in Grant Funding Regulatory Fines Reputation Damage Property Damage Delay New Academic Programs/Research or New Facilities

14 Successful Implementation Buy In Structure Outreach/Communication Education & Training Review & Monitoring Customer Service Oriented Staff

15 EHS Services Provided – Building Evacuation Plans – University & Unit Level Emergency Planning – Ergonomic Assessments – Exposure Monitoring – Fire Cause Investigation – Fire Drills – Fire Extinguishers: Installation, Inspection, and Testing – Fire Protection Systems: Inspection and Testing – Hazardous Materials Shipping – High Hazard Area Inspections – Indoor Air Quality Investigations – Laboratory Project Review – Laboratory Signage – Mason Alert Emergency Messaging – Medical Surveillance – Personal Protective Equipment Selection – Training, Workshop, Emergency Exercises – Waste Pickups and Waste Container Distribution

16 Fire Safety

17 Overview of Regulations Virginia Statewide Fire Prevention Code NFPA sections by adoption International Fire Code (IFC) International Building Code (IBC)

18 Systems Inspections / Testing Fire Suppression Equipment Inspection Frequency Equipment: Inspection Frequency WeeklyMonthlyQuarterlyAnnuallyResponsible Party Portable Fire Extinguisher: X EHS Smoke Alarm: XContractor Fire Alarm: XContractor Fire Pump Inspection:X EHS Fire Pump Test: XContractor FDC and PIV: X EHS FDC and PIV: X Contractor Sprinkler System: X Contractor Evacuation Route Signage: XEHS Enunciator Panel: XContractor Fire Safety Plan: XEHS Building Inspection: XEHS Unique Equipment:Case by Case BasisEHS

19 Systems Inspections / Testing Fire Safety Programs Equipment: Inspection/Cleaning FrequencyTesting/Certification Frequency ABER-2 Resp. PartyABER-2 Resp. Party Back Flow Preventer Monthly EHSAnnually EHS/FM Building Inspection Quarterly* Semi- Annually Annually Annually* * EHS/SFMNA Check Valve ?????????? Control Valves (sealed nonmonitored)! Weekly EHSQuarterly EHS Control Valves (locked or tampered) Monthly EHSQuarterly EHS Elevator Hoistway NA Annually EHS/C Emergency Exit Signs NA Monthly Occupants Evacuation/Shelt er Training*** QuarterlyNAQuarterly EHSNA Fire Department Connection Quarterly EHSFive Years EHS/FD Fire Alarm System Weekly FM-FASAnnually EHS/C

20 Systems Inspections / Testing Fire Safety Programs Equipment: Inspection/Cleaning FrequencyTesting/Certification Frequency ABER-2 Resp. PartyABER-2 Resp. Party Fire DrillsQuarterlyAnnuallyMonthlyQuarterlyEHSNA Fire Extinguishers Monthly EHSAnnually EHS Fire Pump^Weekly EHSAnnually EHS/C Hood System Cleaning**** Annually EHS/C Semi- Annually EHS/C Stand Pipes#Weekly EHSAnnually EHS/C/F D PIV (include in control valve) Monthly EHSQuarterly EHS Smoke Detector (battery) NAWeeklyNAWeeklyOccupantsAnnually EHS Automatic Fire Doors/Curtains/ Rollup Semi- Annually FMAnnually FM Smoke Evac System (non- dedicated) Weekly Annually Smoke Evac System (dedicated) Weekly Semi- Annually Sprinkler System Annually EHSQuarterly EHS/C

21 Inspection Records

22 Systems Inspections


24 Fire Drills Annual Fire Drills Based on occupancy Must be documented Group or OccupancyFrequencyExamples Assembly Buildings Group A QuarterlyPatriot Center, Center for the Arts, Johnson Center Educational / Business Group B AnnuallyInnovation Hall, Research I, Thompson Hall Adult and Child Care Group E MonthlyChild Development Center Hotels Group R-1 Quarterly Each ShiftThe Mason Inn Residence Halls Group R-2 Four AnnuallyNorthern Neck, Commonwealth Hall, Wilson Hall

25 Other Compliance Issues IssueFrequency Tent PermitsOccasionally Hotwork PermitsWeekly PyrotechnicsRarely Special EventsOccasionally Building Fire Evacuation PlansOngoing Fire Safety PlansOngoing Emergency Key Inventory and SupplyOngoing Knox BoxOccasionally Emergency Planning/Walk-throughsOccasionally

26 Challenges Record keeping – Electronic vs. hard copy – Records retention period – Access – Periodic audits Having enough personnel to complete work – Growth of the University – Adding additional inspections and testing to schedule

27 Emergency Preparedness

28 Executive Order 41 – 9/30/11 Appointment of Emergency Coordination Officer (ECO) and alternate. Must maintain and test specific plans Mandatory training (within 90 days of employment) 1.DHRM-HR Policy – Preventing Workplace Violence 2.Terrorism and Security Awareness Orientation 3.ISC 100.b, 700.a, and 800 (for ECO and “other appropriate personnel” “Include emergency preparedness in its strategic planning and performance management process” Promote a “culture of preparedness”

29 Continuity of Operations Plan Required to meet VDEM guidelines/content Updated annually Brief applicable personnel with 60 days of hire Conduct training for leadership and key personnel Maintain a roster of key agency personnel Conduct an annual test or exercise with AAR Submit to VDEM April 1 st for review

30 Annual Preparedness Assessment Each agency must respond to a state preparedness assessment by Oct. 31 st Given a grade that is reported on a letter to the College or University President

31 Emergency Action Plan Requirement for all colleges and universities Board of Visitors must formally adopt the plan Plan must be reviewed every four years President and Vice President must annually – Review the plan – Certify in writing that the plan has been reviewed – Make recommendations to the plan as necessary Conduct a functional exercise!!!


33 Questions? Julie Zobel Assistant Vice President, EHS (703) 993-8630 David Farris Director of Emergency Preparedness and Response (703) 993-2507 Environmental Health and Safety Office

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