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WORKPLACE SAFETY COMMITTEE Initial Certification Training
There are two aspects to a workplace safety committee certification: The committees certification The employees certification Tip from the Safety Committee Auditors: Annual training can include non-members. This is particularly attractive to smaller committees where additional people attending the training will add to the discussion and make the training more dynamic. It gives non-members an idea of what the safety committee does. PPT 1
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Learning Objectives Understand safety committee operations
Understand basic hazard detection and inspection methods Understand (and apply) basic incident investigation techniques Gain basic awareness of how drug & alcohol abuse/addiction impacts the workplace This training will provide information to attendees which should enable them to understand how safety committees operated and what their objectives are. PPT 2
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Safety Committee Structure
Committee Member Composition - Minimum of 2 employer and 2 employee representatives Number of employer representatives CANNOT exceed number of employee representatives Quorum = 1/2 Plus 1 “need a quorum to hold a monthly meeting: not concerned with who is present” Tip from the Safety Committee Auditors: If a committee has 4 members the organization should consider having 5 members. The committee only needs 3 people for a quorum but the 5th member will give the committee additional flexibility. Remember :The larger the group the more difficult it is to manage it. PPT 3
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Safety Committee Structure
Committee Members Employer – Authority to do one or more: ▪ Select or hire an employee ▪ Remove or terminate an employee ▪ Direct the manner of employee performance ▪ Control the employee Employee – Does not possess any authority or responsibility described for the Employer A person cannot function as both of the above Employer representatives are individuals who, regardless of job title and based upon an examination of that individuals authority or responsibility, do one or more of the following: Select or hire an employee Remove or terminate an employee Direct the manner of employee performance Control the employee Employee representatives are individuals who perform services for an employer but do not possess an authority or responsibility described for an Employer representative. A person cannot function as both an employee and employer representative. PPT 4
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Safety Committee Structure
Single - One workplace, one committee Centralized – More than one workplace → One committee in a central location with representation for each outlying workplace location Multiple - More than one workplace → Separate individual committees at each workplace Safety committees are formed and structured as a Single, Centralized or multiple committee. Single – one workplace within the Commonwealth represented by a Single workplace safety committee at that particular workplace. The single committee represents the safety interests of all employees at the single location within the commonwealth under the listed FEIN number(s). (FEIN – Federal Employee Identification Number). Centralized - The number of workplaces covered by the Central workplace safety committee is more than one. One workplace safety committee in a central location with representation for each outlying workplace location. The Central committee represents the interest of all employees at all locations within the Commonwealth under the listed FEIN number(s). Multiple – The number of workplaces covered by Multiple separate individual committees at each workplace is more than one. The multiple committees represent the safety interests of all employees at all locations within the commonwealth under the listed FEIN. One drawback is that if 1 committee fails an audit, all fail. PPT 5
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Safety Committee Purpose
• Improve safety & health in the workplace • Generate ideas for improving safety & health • Inform and educate employees on safe practices • Stimulate employee interest & involvement in the safety function The purpose of a safety committee is to promote a safe and healthy working environment. Providing a safe and healthy workplace is a big and important job. The probability of success is much better if employees and management work together. To accomplish their purpose of improving safety & health in the workplace, the committee needs to: Provide the means for everyone to develop and express their own commitment to safety and health. Involve the persons most in contact with potential safety and health hazards. Utilize everyone’s wide range of experience. Remember: Everyone is more likely to support and use programs in which they have input. PPT 6
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Safety Committee Authority
Extent should be determined and communicated to all employees; e.g.: Empowered and endorsed by top management Promotes safety within the organization Acts as a recommending body Investigate incidents Implement changes Many safety committees falter when it comes to following through on their safety vision. A key reason is that the participants on the safety committee are not provided with a clear understanding of what is expected from them as participants and the committee as a whole when it comes to preventing incidents and injuries in the workplace. Tip from the Safety Committee Auditors: A properly run committee should be responsible for the safety program and authorized by senior management. Remember: When initiating change, people support what they create. PPT 7
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Workplace Safety Committees
Role and Function Safety committees focus everyone’s attention on safety and provide a key channel for communication about safety issues between employees and management. Their efforts are directed at ensuring all employees return home in the same condition they arrived for work. One key way to do this is to align organizational goals with employee level goals. By creating clear goals for both the management and employee levels – then communicating the interdependence of them – you make employee engagement more sustainable. PPT 8
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Managements’ Responsibilities
Provide support (time, effort, money) Promote positive effects of Committee activities on individual basis or at group meetings Support training for Committee members Enforce safety policies and procedures Attend Committee meetings Express appreciation & give recognition. Provide clarity, focus, direction. Provide leadership and direction! How to motivate/influence change: Step 1: Clearly articulate what needs to be accomplished and why Step 2: Involve people in finding the solutions Step 3: Explain the protocol Step 4: Link people’s personal goals with the organization’s goals The Four A’s Acknowledge Assist Approve Appreciate PPT 9
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Employees’ Responsibilities
Follow safe practices/procedures Identify safety and health hazards Report all unsafe conditions and practices Make suggestions for improving workplace safety When employees are accountable for safety there will be fewer claims, lower operating cost, fewer lost workdays, and a safer and healthier workplace. How do we accomplish those objectives? The Four A’s: Attitude Awareness – communicate, educate, train Accountability – hold people accountable for safety (develop and include employee’s safety into annual employee job performance evaluations.) Action – address hazards and safety concerns promptly SAFETY ATTITUDE SURVEY PPT 10
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Members’ Responsibilities
Attend meetings Notify all employees in your area that you are their representative on the Committee Be watchful for unsafe conditions and acts and report them Be responsive to employee concerns; follow up Ask employees for safety suggestions and concerns Discuss safety issues with employees As a safety committee member you can contribute to making your workplace a safe injury free place to work. The following are some things you can do to contribute to your committee’s purpose and function: Attend meetings on a regular basis Notify all employees in your area that you are their representative on the Committee Be watchful for unsafe conditions and acts and report and report them Ask employees for safety suggestions and concerns Discuss safety issues with employees Be responsive to employee concerns; follow up Keep a log of items reported to you and follow-up to ensure hazards and concerns have been corrected. Inform employees of the status regarding their suggestions and concerns. Safety tips from the safety committee auditors: Stress that a properly run committee should be responsible, with senior management’s okay, for the safety program. Give them ownership. PPT 11
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Committee Chairperson
Accountable to top management Facilitates meetings Ensures agenda is followed Ensures everyone is heard Chairperson rotation (monthly/ quarterly/yearly) Putting on an effective meeting and facilitating discussion around safety topics is a real skill set. The Committee Chairperson should not do all the work. As a Committee Chairperson, you are responsible for the meetings content (the agenda) and process (ensures agenda is followed and everyone is heard). PPT 12
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Safety Committee Meetings
Must have formal (documented) monthly meetings with Agenda & Minutes Hold meetings on same day and time of month Must have a quorum Must post the meeting minutes It’s not necessary to follow Robert’s Rules of Order for your monthly meetings. However, they must be formal (follow the committee’s established bylaws) and documented (with the names of members). The following are typical topics committees have as agenda items for monthly meetings. - Review & update safety training - Develop safety work practices - Recommend use of safety equipment/devices - Accident/incident report reviews - Action items from reports & safety inspections - Avenue for employee safety-related issues Tips from the safety committee auditors: Regular monthly meetings with minutes of the meeting as well as a planned, outlined agenda are essential to the success of a safety committee but the follow-through is just as important. Use agendas to make the committee and it’s meetings more efficient. Agendas should be more than a standardized template. They should be delivered to committee members at least the week before the monthly meeting and indicate who is responsible for what topic/assignment at the meeting. In the monthly minutes each incident should include a case number, cause and recommendation that the safety committee discussed. PPT 13
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Goal Setting Specific “S.M.A.R.T” Objectives: Measurable Attainable
Relevant Time-bound Successful Safety Committees set goals and objectives at least annually. It is “smart” to have goals and objectives that are “S.M.A.R.T.” PPT 14
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Objectives Objectives should be: Set as part of your planning process.
2. Worded clearly. 3. Must be assigned to committee member. 4. Completion dates must be established for each objective. Objectives should detail how the committee’s goal(s) will be accomplished. A 5th objective would be to monitor progress with status updates. Tips from safety committee auditors: The establishment of yearly (or shorter timeframe) health & safety goals. Goals should be attainable with effort (not too easy and not impossible). Year-end meetings should document the success for each goal. Remember: The measure of success is not whether you have a tough problem to deal with, but whether it’s the same problem you had last year. (John Foster Dulles) PPT 15
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Safety Committee Activities
Review & update safety training Develop safety work practices Recommend use of safety equipment/devices Incident report reviews Action items from reports & safety inspections - Avenue for employee safety-related issues Some typical safety committee activities involve: Reviewing & updating safety training Developing safety work practices Recommending use of safety equipment/devices Reviewing incident reports Formulating an action plan with action items from reports & safety inspections Providing a process for employee safety-related issues to be addressed PPT 16
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Successful Safety Committees
Competent -- dedicated Support goals & objectives Demonstrate team effort Effective communication Develop mutual trust, respect & support Effective goal setting & problem solving Joint commitment: Employee Involvement & Management Support - The probability of success is much better if employees and management work together. The committee will need the support of management and involvement of employees. Effective Communication - The goals of effective communication include creating a common perception, changing behaviors and acquiring information. Utilization of all Member Resources – Member involvement and input should be encouraged and recognized. Effective problem solving - Begins with healthy conflict and avoids the Abilene Paradox or “group think.” Support goals and objectives - Commit to decisions made by the committee and hold one another accountable. Demonstrate team effort - Team effort is created whereby mutual trust, respect and support is advanced by all members to each other. Focus on results – remember the SMART acronym for effective goal setting PPT 17
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Accessing the HandS System
Go to our website Click “Individuals” Then click “Workers’ Compensation” 3. Then click “HandS System” New Link to on-line filing is: PPT 18
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Safety Committee Certification
Can be done on-line using HandS system Initial certification: - After 6 months of functional committee operation - Within days of insurance policy renewal Submit Form LIBC-372 The on-line HandS system can be used for initial or renewal Workplace Safety Committee Certification. PPT 19
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Safety Committee Certification
EXAMPLES OF CERTIFICATION APPLICATION Workers’ Comp renewal date on July 1 Initial certification: apply between March 1 and May 31 – must be before June 1 (30 and 90 days) Renewal certification: apply between April 1 and June 14 – must be before June 15 (15 and 90 days) Let’s review significant dates/timeline for a committee with a workers’ comp renewal date on July 1. PPT 20
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Technical Assistance Manual
Click on “Individuals” Click on “Workers’ Compensation” Click on “Workplace Safety Committees” – on the right hand side Click on “Workplace Safety Committee Technical Assistance Manual” The Technical Assistance Manual is a very good resource! It’s as easy as typing in the web address and then 4 clicks …clicking on the Individuals link in the upper right hand corner, then clicking on the Workers’ Compensation Box, then click on the Workplace Safety Committees link on the right hand side of the screen then finally clicking on Workplace Safety Committee Technical Assistance Manual. PPT 21
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HandS Tech Manual Sample Programs found on following pages:
Safety Committee Compliance Checklist 49 Sample Bylaws Sample Safety Policy Sample Meeting Agenda 55 Sample Meeting Minutes 56 Sample Training Documentation 57 Sample Incident Investigation Report PPE Program Checklist Workplace Inspection Checklist Safety Orientation The Manual provides a basic blue print for the formation and operation of a workplace safety committee. It is not intended to be a comprehensive guide that addresses all of an employer’s many health and safety concerns. There are four (4) basic sections. Section 1: Overview of workplace safety committees Section 2: How to develop a workplace safety committee Section 3: Applying for “”HandS” Online Filing System Section 4: Safety committee reference material PPT 22
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Workplace Safety Committees
No! Hazard Detection and Identification As stated previously the purpose of a safety committee is to promote a safe and healthy working environment. Applying proactive hazard detection and identification methods is the key to preventing incidents in the workplace. PPT 23
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Hazard Detection & Inspection
What methods can be used to identify hazards? What is a hazard? Why perform safety inspections? What should I look for? What standards do I reference? How do I perform the inspection? How do I document the inspection? We will cover the following items in this portion of the presentation: Methods that can be used to identify hazards? Defining a hazard and categorizing the types of hazards. Answer the question: Why perform safety inspections? As a member of the inspection team what you should look for? Standards to reference How to perform an inspection How to document the inspection? PPT 24
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Definition of a hazard HAZARD - An unsafe condition or activity that, if left uncontrolled, can contribute to an incident National Safety Council A hazard, if not corrected, can lead to injuries or property damage. PPT 25
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Types of Workplace Hazards
Biological Chemical Ergonomic Physical Workplace hazards usually fall into the following four categories: Biological Chemical Ergonomic Physical PPT 26
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Hazard Detection & Identification
The following list shows the main ways to identify hazards: → Walkthrough Surveys → Inspection Checklists → Past Records → Incident Investigations → JSA/JHA → Documentation There are other ways to identify hazards: A Job Safety Analysis (JSA’s) or a Job Hazard Analysis (JHA) is a very good method. Informal and formal observation programs Comprehensive organizational surveys Observing work each day is extremely important in identifying hazards. Surveys take advantage of employee awareness of the presence of workplace hazards. PPT 27
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Purpose of Safety Inspections
Identify potential hazards so they are corrected before an injury occurs Implement or improve safety programs Increase safety awareness Display concern for workers’ safety Communicate safety standards of performance To protect workers and prevent incidents, you need to know everything about the areas and the work that goes on there. Routine inspections help to address concerns/issues. PPT 28
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What to Look for High Hazard Areas: Equipment and operations
that involve energy transfer including: chemical, mechanical, pneumatic, physical, electrical, gravitational, etc. (Unsafe Conditions) Procedures and behaviors, including: Use of protective equipment, safe operating speeds, following proper procedures, horseplay, inattentive behavior, etc. (Unsafe Acts) To address safety management, look at both unsafe conditions and unsafe acts. It is widely accepted in the safety field that unsafe acts contribute/cause 80 – 90% of the incidents in the workplace. Tips from the safety auditors: Safety inspections should be performed more often (weekly) in areas that experience incidents. This would help employees to become more aware of hazards and would instill greater responsibility. PPT 29
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Standards to Reference
OSHA - Federal Regulations (29 CFR 1910) Available at PA Department of Labor & Industry – PA Department of Environmental Protection – Other technical standards (NFPA, ANSI, ASTM, ASME, etc.) – get help if necessary! ANSI (American National Standards Institute) NFPA (National Fire Protection Association) ASTM (American Society for Testing and Materials) ASME (American Society of Mechanical Engineers) OSHA- Guide to Requirements for New Businesses: PPT 30
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Inspection vs. Audit Are you AUDITING or INSPECTING?
Safety Inspections examine physical facilities – looking for unsafe conditions, unsafe acts, housekeeping issues, etc. Safety Audits examine procedures & policies There is a difference between auditing and inspecting. An audit can be done while doing an inspection, however this should be determined before the inspection is started. PPT 31
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How to Conduct an Inspection
Observe processes, equipment, and work locations for unsafe conditions Obtain comments and suggestions from employees Review Records such as training, Safety Data Sheet’s, Incident Reports, etc. Formulate recommendations Report findings to management Follow-up for implementation Use a checklist and make sure that each item on the checklist is seen by one of the people conducting the inspection. Do not leave anything to chance or memory; document everything. What you see What you don’t see What you think should be done about what you observed. Tips from the safety committee auditors: Hazard Identification & Inspection walk-thru with the Provider/Trainer/Instructor. This is a mutually beneficial practice that gives both the safety committee members and the provider an opportunity to remedy hazards in the workplace. Safety inspections should include speaking with employees and supervisors in the area. (Ask: How can safety be improved in your area?) Inspections should measure the safety behavior of employees by asking questions about what they remember about training and safe work procedures in the area. Inspections should also include checking on any accident recommendations to find out if recommendations are being followed or are not working. Inspections should be on computer data base to change or improve inspections. You can rotate the things to look at on each inspection to keep the checklist small (time of season etc.). PPT 32
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How to Document the Inspection
In Writing, In Writing, In Writing! …… Checklists………. Memorandums………. Written inspection reports……….. Safety Inspections If it’s not written it hasn’t been stated or done. If it is not in writing it didn’t happen. PPT 33
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Safety Inspection Checklist
This is an example of an inspection checklist. Again, you will find sample safety inspection checklist in the Technical Assistance Manual on page 68 – 74. Tips from the Safety Committee Auditors: Develop your own inspection checklist. The best ones are the ones you develop. You know what hazards you are looking for. Rotate committee members doing the inspections. Have members conduct inspections in work areas other than their own. Invite non committee members to accompany the regular committee members when conducting the inspections. This will provide an opportunity for another set of eyes and perspective. PPT 34
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Job Safety Analysis Steps
1. Break a job or task into specific steps 2. Identify hazards 3. Evaluate the hazards 4. Determine safe procedures and protective measures 5. Revise the JSA A job safety analysis (JSA) also known as Job Hazard Analysis (JHA) is a procedure which helps integrate accepted safety and health principles and practices into a particular job or task. A JSA list the steps involved in completing a job/task. The hazards associated with each step are identified if any exist. The corrective actions to address the hazards and prevent injuries, illness and property damage are documented. There are 5 steps in JSA or JHA. Break a job or task into specific steps Identify existing & potential hazards Evaluate the hazards Determine safe procedures and protective measures (control procedures to address the hazard(s) Revise the JSA PPT 35
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Benefits of Job Safety Analysis
Individuals are given training in safe, efficient procedures Identify existing & potential hazards Prioritize corrective actions Leads to recommended action or procedure to perform the job safely Some of the many benefits of a JSA are: Individuals are given training in safe, efficient procedures Identification of existing & potential hazards Prioritization of corrective actions Leads to recommended action(s) and or procedure(s) to perform the job safely PPT 36
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What’s wrong here? Identify the hazards
In this photograph, there are several hazards that could contribute to injuries. Unsafe practices identified are as follows: Access to emergency exit is blocked/obstructed. Access to fire extinguisher is blocked/obstructed and the fire extinguisher location is not identified by appropriate signage. Tables stored against wall, could fall on someone. Box on top shelf of storage unit is partly hanging off shelf, could fall on someone. PPT 37
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Hazard Identification Summary
Conduct a hazard assessment of the workplace Correct identified hazards Train employees in safety and health policies and procedures Keep the process up-to-date and effective To conduct effective hazard identification it is important to: Conduct a hazard assessment of the workplace Correct identified hazards Train employees in safety and health policies and procedures Keep the process up-to-date and effective PPT 38
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Hazard Identification Summary
A hazard left uncorrected is an incident postponed A hazard corrected is an incident prevented PPT 39
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Incident Investigation and
Workplace Safety Committees Incident Investigation and Reporting There should definitely be an investigation of the incident and a report written! PPT 40
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Incident Investigation & Reporting
What is an incident? What are the causes of an incident? How do I investigate an incident? What should I put in my report? What’s next? In this segment of the presentation, we will identify the following: What is an incident? What are the causes of an incident? How do I investigate an incident? What should I put in my report? What’s next? PPT 41
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All incidents have a cause and effect!
Incident Investigation & Reporting What is an incident? An uncontrolled and/or unplanned release of energy that causes or contributes to illness, injury, death and/or damage to property, equipment, or materials. All incidents have a cause and effect! Incidents cause or contribute to workplace illnesses, injuries, deaths, and/or damage to property, equipment or materials. PPT 42
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1 29 300 3,000 Incident Ratio Model Death or Serious Injury
Most Incident Investigations Conducted 29 Minor Injury Few Investigations Conducted Biggest percentage of injury causing potential! 300 Near Miss As you can see, the Near Miss category is the area where few investigations are conducted however they provide the best opportunity to address hazards in the workplace. In the following slides we will: Define a near miss List reasons for reporting near misses Show examples of near misses Address Near Miss resolution List employee training in near miss reporting 3,000 Unsafe Acts, Behaviors or Conditions PPT 43
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Hidden Costs of Incidents
Total Costs = Direct + Indirect Expenses Direct (insured) = e.g. wage loss, medical Indirect (uninsured, cost to company) = e.g. downtime, property damage, morale of injured worker and others in department, hiring, training, possible OSHA citations The direct costs of an injury are the easiest to see and understand. These costs include emergency room and doctor visits, medical bills, medicines, and rehabilitation. Indirect costs of an injury are often overlooked. These costs can amount to up to 4 times the direct cost of the injury. Indirect costs include administrative time dealing with the injury and medical care, raises in insurance costs, replacing the hours lost of the injured, possibly hiring another employee, loss of reputation and confidence in employees and clients, unwanted media attention, and more. The total costs of an injury are surprising. Beyond the direct costs, the indirect costs greatly increase the overall costs. This is the true amount that the injury will cost in terms of money. How much of an iceberg is visible above water? When we are presented with the fact that most of the cost associated with a claim is not visible but there just same, we are then able to understand that both (the Indirect & Direct cost) add up to the total cost of a claim. The fact is hidden cost can run 5 to 10 times the actual cost of a worker’s comp claim! Most employees think of Worker’s Compensation cost only in terms of the direct cost (getting their medical bills paid and being compensated). There is most likely little if any consideration of the Indirect/Hidden cost of the incidents until we are presented with the Iceberg Analogy. Employee Costs: Injury: Pain, discomfort Time waiting for care Travel time to various medical providers Delay in wages Unable to perform daily functions Unable to participate in hobbies Family impact PPT 44
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Incident Causes Personal Injury INCIDENT Unsafe Indirect Causes
Poor Management Safety Policy & Decisions Personal Factors Environmental Factors Basic Causes Unsafe Condition Unsafe Act Indirect Causes INCIDENT Personal Injury Property Damage Unplanned release of energy and/or Hazardous material It is widely accepted that indirect causes account for 80% to 90% of injuries in the workplace. For each incident there are immediate causes that are symptomatic of problems in the overall system. There are basic causes in the overall immediate causes of the incident. The lack of management control permits the basic causes of incidents to exist in the Safety System. Direct Cause PPT 45
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Unsafe Acts - Unsafe Conditions
Inadequate Ventilation Failure to Wear Proper PPE Using Defective Equipment Failure to follow policies & procedures Inadequate Guards Congested Area Noise Exposure Improper Lifting Inadequate PPE Incidents occur because of unsafe acts and unsafe conditions. This slide lists examples of unsafe acts on the left while examples of unsafe conditions are listed on the right. PPT 46
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Incident Investigation
Review all reported incidents causing injury, damage or a “near miss” What happened Identify the root cause Recommend corrective measures Incidents should be investigated as soon as possible after occurrence. Tips from Safety Committee Auditors: Every quarter the Safety Committee should evaluate incident trending (number of incident cases) and measure against: safety goals, identify effectiveness of safety committee, develop corrective plans. PPT 47
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Who Should do the Investigation?
First Line supervisor Safety Committee Safety Director/Safety Person All of the above A combination of the above A determination of who has the responsibility of investigating incidents should be made by Management with the thought that incidents need to be investigated as soon as possible after they occur. PPT 48
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Incident Investigation & Reporting
HOW DO I INVESTIGATE AN INCIDENT? Call for first aid/emergency response Survey the Scene/Secure the scene Photograph the scene Interview witnesses Collect physical evidence Follow Up Before attempting to provide assistance to the victim make sure the scene is secure and any and all hazards have been controlled. PPT 49
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Investigation “Go Bag”
Some suggestions: Camera Flashlight Tape Measure Surgical Gloves Necessary PPE Note Pad/Tablet “Sticky Notes” Pens When an incident occurs, you will want to be prepared. An investigation “Go Bag” will provide ready access to essentials materials needed for an investigation. PPT 50
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Goal of the investigation
IS NOT TO: Exonerate individuals or management Satisfy insurance requirements Defend a position for legal argument Assign blame Remember, fact finding not fault finding As the old television show and movie “Dragnet” Sergeant Joe Friday said, “Just the facts…” PPT 51
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Photographs Why are photographs so important Support facts
Document scene Become the “eyes” for people not in the field May be required if litigated Digital camera photos can be altered. If they are going to be used in litigation (in court) the person who took the picture must be present to testify to the photo’s authenticity. PPT 52
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What Do You Photograph or Videotape?
Photo or Video What Do You Photograph or Videotape? Defects and Hazards Unusual Conditions Conditions that differ from what the employee describes Areas or equipment in need of maintenance Housekeeping issues When taking pictures or videotaping consideration should be given to potential evidence which will help to determine what happened and possibly why the incident occurred. This evidence could include such things as : Defects and Hazards Unusual Conditions Conditions that differ from what the employee describes Areas or equipment in need of maintenance Housekeeping issues PPT 53
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Interviewing Victims & Witnesses
Interview as soon as possible after the incident Do not interrupt medical care to interview Interview each person separately Do not allow witnesses to confer prior to interview Interview witnesses as soon as possible after the incident occurs since facts are not forgotten or confused at that point. Doing this will allow persons being interviewed not to be influenced by others’ statements and accounts. PPT 54
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The Interview Put the person at ease. Take notes!
Do not make suggestions: If the person is stumbling over a word or concept, do not help them out. Ask open ended questions: What did you see? What happened? Explain the purpose of the investigation. People may be reluctant to discuss the incident, particularly if they think someone will get in trouble. Reassure them that this is a fact finding process only. Remind them these facts will be used to prevent a recurrence of the incident. Word each question carefully and be sure the witness understands the question(s). Record the exact words used by the witness to describe each observation. PPT 55
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Sequence of Events Events leading up to the incident
Describe events of the incident Events that happened immediately after the incident Draw a chart of the events ABC’s Antecedent (i.e. preceding event, condition, or cause) Behavior Consequence PPT 56
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The Interview Summarize what you have been told
Correct misunderstandings of the events between you and the witness Ask the witness/victim for recommendations to prevent recurrence These people will often have the best solution to the problem Use active listening techniques: Acknowledge witness’s statements Clarify what was stated. Check and verify you understand the speaker’s statements, Promote continued dialog so other facts can become known toward solving the issue, Improve empathetic listening to build rapport and to show you care, At the same time, this will demonstrate you understand the points of their concern. PPT 57
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WHAT SHOULD I PUT IN MY REPORT?
Incident Investigation & Reporting WHAT SHOULD I PUT IN MY REPORT? All the facts, statements, documents, photos, etc. that were obtained during the investigation Remember, no opinions (e.g. “I think that, I believe that”…) Analysis of the cause Corrective actions What happened (sequence of events). Determination of how and why failures occurred. PPT 58
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Corrective Action Told person involved to use common sense Read safety policy to employee Told co-worker to watch employee Told employee to watch what they are doing Do you think these are EFFECTIVE means of corrective action? The statements listed are not considered effective corrective actions. Obviously not - They do not really correct anything. PPT 59
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A Better Corrective Action
Discussed incident with employee, reviewed proper procedures, ensured employee’s understanding of procedures Observed employee performing task to see if correct practices being followed Discussed incident with all employees at the next department safety meeting The statements listed are much more effective corrective actions because they actually involve providing information that should assist in preventing the incident from occurring in the future. PPT 60
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Incident Investigation & Reporting
What’s next? Follow-up! Ensure that corrective actions are being implemented. Always follow-up to ensure that corrective actions provided are being used and have been implemented. PPT 61
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What is the initiating event in this picture?
Root Cause(s) The Root Cause is the initiating event. Take that away and the sequence of events that follows does not happen What is the initiating event in this picture? Root Cause The Root Cause is the event that initiated the situation. PPT 62
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WEED OUT THE CAUSES OF INJURIES AND ILLNESSES
Strains DIRECT CAUSES OF INJURY/ILLNESS Burns Cuts Unguarded machine Horseplay Broken tools Create a hazard Surface Causes of the Accident Chemical spill Ignore a hazard Defective PPE Fails to report injury Untrained worker Fails to inspect Conditions Behaviors Lack of time Fails to enforce Too much work Fails to train Inadequate training No recognition If you pull a weed from the ground without removing the root, what will happen? The weed will come back perhaps more “hearty” than before! So it is with addressing the Root Cause of incidents-you have to go beyond the surface issues and get to the root of what caused the incident. Resist the temptation to look at surface causes only. While one item may stand out as the reason an incident occurred, continue digging into the specifics of the situation to come to a definitive conclusion. Every avenue of investigation should be explored before coming to the conclusion the investigation is complete. To do otherwise neglects the possibility of uncovering corrective actions that might prevent future injuries. Inadequate labeling procedures No discipline procedures No orientation process Outdated Procedures Inadequate training plan No recognition plan No accountability policy No inspection policy Root Causes of the Accident PPT 86 PPT
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Incident Investigation & Reporting
Successful Incident Investigation & Reporting begins with Trust and Candor The witness must trust the motivation of the investigator(s) for candid answers to the questions to be given. The investigator needs to keep an open mind to the statements the witness is making and not prematurely formulate ideas of what he/she thinks happened. Determine the sequence of events by using cause and effect diagrams. Requires competent investigators with experience in incident investigation techniques and procedures. Investigators should have the capability to uncover the real cause of the incident. Investigators should have the ability to determine how to prevent similar incidents from occurring including effective corrective action implementation. PPT 64
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Incident Investigation - Summary
First Aid & Emergency Response Secure Scene Photograph/Document Scene Interviews/Statements Review Records Prepare a Report: Include Causes & Effects Include Corrective Actions Follow-up! Remember that the number one priority is to provide the victim of the incident with appropriate First Aid/Medical treatment after ensuring the scene is safe. PPT 65
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Near Miss What is a near miss and how to identify
Why near misses are important How to encourage near miss reporting For an effective Near Miss Reporting Program, educate employees on the what, why and how of reporting a near miss. PPT 66
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What is a Near Miss Near Miss - is an unplanned event that did not result in injury, illness, or damage – but had the potential to do so. Only a fortunate break in the chain of events prevented an injury, fatality or damage Simply defined, a Near Miss is something that could have resulted in injury, illness or damage but did not due to a fortunate break in the chain of events. It is important that employees have an accurate definition and understanding of what a near miss is or they may not report them. They may simply not identify them as a near miss. Employers should consider having a Near Miss reporting system in place – a Near Miss investigated and mitigated leads to no incidents occurring later on. PPT 67
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Near Miss Opportunity to improve safety practice based on condition or incident with potential for more serious consequence. In this definition, “incident” or “condition” is anything a witness views worthy of addressing to eliminate potential to cause harm. A Near Miss provides an opportunity to improve safety practices based on the condition or incident with potential for a more serious consequence. PPT 68
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Why Report A Near Miss? Reduces tolerance for risk.
Avoids complacency. Provides a tool to identify workplace hazards. Allows employee involvement in safety program. Demonstrates management’s commitment to safety. Allows identification of possible trends. Additional reasons for a near miss reporting system includes: Enables observation and resolution of issues in a timely manner Reflects up-to-date information Improves morale Empowers employees It’s proactive instead of reactive to incidents causing injury, illness and property damage PPT 69
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Why Report A Near Miss? Reporting a near miss helps to establish and continue safe practices within the workplace. Information provided enables an employer to communicate facts, causes and corrective actions to all employees regarding near misses. Provides valuable information to employees about how to avoid/prevent future accidents and injuries. Provides opportunity to improve safety, health, environment and security of operation. Near Misses are the best leading indicators of incident potential. They provide valuable information to employees about how to avoid/prevent future incidents and injuries because all the ingredients of an incident were present without an injury or illness occurring (a case study of sorts). By having a comprehensive Near Miss reporting system, where near misses are not only recognized but also resolved properly, a company can expect to both reduce the number of incidents and improve the quality and productivity of it’s operations. PPT 70
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Near Miss Employees need to feel comfortable reporting near misses.
Employees should not fear disciplinary action or peer pressure by reporting. Organization’s safety culture is such that reporting a near miss is important and necessary. The issues of Peer Pressure and Discipline must be addressed. Employers should consider having an anonymous near miss reporting system in place. PPT 71
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Near Miss Resolution Not only important to resolve near misses to ensure potential incidents do not occur, but also essential to success of near-miss program. If employees don’t think near misses are acted upon, they will not report in the future. Resolutions should be promoted and tracked. Near Misses have to be investigated and resolved to ensure no future incidents arise. The resolutions should be tracked and listed so that all employees can see what occurred and what was done. This also helps employees to realize that Management is paying attention to their safety. PPT 72
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Employee Substance Abuse Awareness & Prevention
Drug-Free Workplaces in PA Employee Substance Abuse Awareness & Prevention (ESAAP) Drug–related accidental deaths have officially outnumbered those caused by car accidents for the first time since the government began collecting data on the behavior in the late 1970’s. “OxyContin, Vicodin, Xanax and Soma” are the primary aggressors that led to the bulk of accidental deaths, even surpassing fatalities associated with drugs like heroin that typically take the blame for dangerous drug use. Alcohol is still a problem with some employees even admitting that they drank and/or were drunk while on duty at least once during their employment. PPT 73
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The Unseen Reality Think PA’s workplaces are drug free? Think again.
75% of drug users are employed Almost one in ten employees has a substance abuse problem 24% of workers admit to drinking during the workday at least once in the past year 15% of U.S. workers report using alcohol or being impaired on the job in the past year The stereotype many people have of substance abusers probably calls to mind drug dealers, prostitutes, the homeless, and various unsavory elements of the criminal community. Most Americans might even protest when confronted with the statistic that 75% of drug users are employed. Whether the public is willing to acknowledge the problem or not, it is a reality that substance abuse is impacting workplaces across the nation, and Pennsylvania is no exception to the rule. In fact, the statistics surrounding the effects of drug and alcohol use in the workplace are so compelling that failing to take any action against the problem is as good as condoning substance abuse. PPT 74
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The Cost of Substance Abuse
Increased Health Care Costs Increased Workers’ Compensation Premiums Increased Workplace Violence Substance abuse can have a significant impact on a business in a variety of ways from an increase in workers’ compensation premiums to an increase in workplace violence. In 2008, the U.S. Department of Health and Human Services reported $276 billion dollars were spent on substance abuse disorders in a single year. The majority of this resulted from an increase in the amount spent on healthcare as well as lost work productivity. Healthcare costs for individuals with substance abuse issues are often twice the amount of sober employees. Even when an employee is not actively abusing substances at the worksite, their impaired actions off the clock can still have a negative impact on their employer. For example, consider that almost half of emergency room visits due to trauma are alcohol related. Increased utilization of emergent and urgent care facilities can dramatically increase an employers’ overall health insurance expenditures. The Council of Alcohol and Drugs reports substance abuse related revenue losses can cost a company as much as $1000 per employee per year. PPT 75
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Substance Abuse Individuals who abuse drugs or alcohol are three and a half times more likely to be involved in a workplace accident compared to individuals who do not abuse drugs or alcohol 47% of industrial injuries are directly related to alcohol abuse or alcoholism Employees who suffer from substance abuse problems are notoriously more accident prone than their colleagues. Impaired staff are a danger to both themselves and others and can create expensive issues of liability for their employers. Substance abuse can be categorized as an avoidable workplace hazard. Reducing the instance of substance abuse in the workplace makes the workplace safer, increases employee morale, improves employee health, reduces the burden substance abuse has on the community, and improves a business’s productivity, profit margin, and reputation. Employers don’t need to let drugs and alcohol threaten their bottom line and put their employees at risk. Similar to workplace safety programs, prevention through education is the key to reducing risk and realizing success. PPT 76
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Drug-Free Workplace Policy
Accomplishes two major things: 1. Sends a clear message that use of alcohol and drugs in the workplace is prohibited 2. Encourages employees who have problems with alcohol and other drugs to voluntarily seek help Having a Drug-Free Policy in the workplace is an important step to prohibiting impairment while on the job. The prohibition of the use of all drugs, including prescription, over-the-counter medication and alcohol should be included in the Policy. PPT 77
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Elements of ESAAP’s The U.S. Department of Health and Human Services encourages employers to help prevent hazardous substance abuse related accidents in the workplace by implementing an Employee Substance Abuse Awareness Program or ESAAP. An ESAAP is a low cost high return intervention that any employer, big or small, can easily implement. A typical ESAAP will incorporate all of the U.S. Department of Health and Human Service recommendations in a single cost effective intervention. The information provided in an ESAAP is not just for employees engaged in substance abuse; rather, it provides benefits for all participating workers. For example, if there is someone abusing drugs and alcohol in or out of the workplace, the chances are high that there is a sober employee covering for them. Instead of feeling compelled to continuously hide the truth about the coworker’s low productivity or absenteeism for fear of being responsible for the future of their coworker’s job, the staff member may feel inspired to help teach the other employee the options available to those who suffer from substance abuse. Studies have shown that employees of companies with an ESAAP are twice as likely to seek help for their addiction. Getting fired or suspended does not have to be the end result, but getting help can be. PPT 78
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A Safer, Drug-Free Workplace
Recognize the impact of alcohol and drug abuse on the workplace Understand and follow the Drug-Free Workplace Policy Know the types of assistance available Visit the website for the Substance Abuse and Mental Health Services Administration (SAMHSA), maintained by the US Department of Health and Human Services It is important for all employees to realize the impact of alcohol and drug use within the workplace as well as what the employer’s Drug-Free Policy states. In addition, employees should be aware of the types of assistance available including miscellaneous websites and government educational information. PPT 79
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Additional Resources To assist you in your program development, you can contact us for your own PowerPoint copy of: “Drug & Alcohol Awareness-Employee” and “Drug & Alcohol Awareness-Supervisor” Department of Labor and Industry Bureau of Workers’ Compensation Phone: (717) The Bureau of Workers’ Comp has several presentations available which specifically relate to Drug & Alcohol Awareness. These presentations can be accessed through the PATHS initiative or by contacting a Health & Safety Training Specialist. PPT 80
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PA Training for Health and Safety
PATHS PA Training for Health and Safety PATHS is a “no fee” state-wide service providing Pennsylvania employers and employees with coordinated Health and Safety resources through easy access and affordability The PATHS program is available to all employers within the Commonwealth of Pennsylvania and is a means to access no-fee safety related training for employees. PPT 81
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At the PATHS Website you can:
View Health & Safety Training PowerPoint briefings Access “Safety Talks” (Toolbox Talks) Review Course descriptions, objectives, and schedules Employers can register online to participate in webinars and training sessions. Most sessions are free and are open to everyone The PATHS website has many benefits and can be utilized by employers both inside and outside Pennsylvania. PPT 82
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PATHS To Access PATHS or
or “Individuals” “Workers’ Compensation” PATHS PPT 83
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Contact Information To contact a Health & Safety Training Specialist: Bureau of Workers’ Compensation 1171 South Cameron Street Room 324 Harrisburg, PA Like us on Facebook! PPT 84
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Webinar Documents PLEASE SEND SIGN-IN SHEETS AND EVALUATIONS TO:
Fax: THANK YOU VERY MUCH! PPT 85
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Supporting Resources Related PowerPoints
Creating Effective Safety Committees Accident Investigations Hazard Identification Effective Safety Committee Communication Near Miss Job Safety/Hazard Analysis Safety Culture Safety for Supervisors Workplace Safety Committee Leadership There are many other PowerPoint presentations available which deal with specific topics. Most of these PPT’s can be accessed using the PATHS website or by contacting the PA Health and Safety Division, Bureau of Workers’ Compensation. PPT 86
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Questions ????? Questions & Answers PPT 87
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