WORKPLACE SAFETYCOMMITTEE

Initial & Re-Certification

PPT-057-06 1
Technical Assistance Manual

www.dli.state.pa.us

Click on “Workers’
Compensation” icon

Click on “Health & Safety

Division

Click on “HandS” System

Click on “Workplace Safety

Committee Technical
Assistance Manual”

PPT-057-06 2
 Learning Objectives

Understand the role and functionality of a safety

committee

Understand basic hazard detection and inspection

methods

Understand (and apply) basic accident & incident

investigation techniques

Gain basic awareness of how drug & alcohol

abuse/addiction impacts the workplace
PPT-057-06 3
 Program Purpose

• Educate new committee members

• Refresher training for existing members
• Most important:

Help prevent accidents &

illnesses in the workplace!

PPT-057-06 4
Hidden Costs of Accidents

• 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

PPT-057-06 5
Workplace Safety Committees

Role
and
Functionality

PPT-057-06 6
Safety Committee Purpose

• Improve safety & health in the workplace

• Involve employees in the safety function

• Generate ideas for improving safety & health
• Improve employee/management relations
• Stimulate interest among employees

PPT-057-06 7
 Safety Committee Pitfalls

• Busy supervisors can refer problems to

the Committee they should solve themselves

• Only a small percentage of employees
participate on the Committee
• Timeframe from when problem discovered to
meeting may be lengthy

PPT-057-06 8
 Safety Committee Pitfalls

• Members may not be qualified to handle complex

issues and may only address superficial problems

• Recommendations may be expensive or time

consuming and as a result may be overlooked

• May create large workloads for the “management

representative” if only identification of hazards
occur

PPT-057-06 9
Safety Committee Authority

Extent should be determined and communicated to

all employees; e.g.:

 Empowered and endorsed by top management

 Acts as a recommending body
 Investigate accidents/incidents
 Implement changes

PPT-057-06 10
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

PPT-057-06 11
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

PPT-057-06 12
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

PPT-057-06 13
 Safety Committee Function

• Purpose: to detect hazards and prevent accidents

& illnesses

• Must have formal (documented) monthly

meetings with Agenda & Minutes:
- 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

PPT-057-06 14
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 people’s concerns; follow up
• Ask employees for safety suggestions and
concerns
• Discuss safety issues with employees
• Offer solutions not just problems
PPT-057-06 15
Managements’ Responsibilities

• Provide support (time, effort, money)

• Resolve scheduling and personal conflicts
• Provide realistic dates for correcting safety and
health concerns
• Support training for Committee members
• Provide leadership and direction
• Attend Committee meetings

PPT-057-06 16
Managements’ Responsibilities

• Promote positive effects of Committee activities

on individual basis or at group meetings
• Respond to recommendations in a timely manner
• Promote safety within the organization

PPT-057-06 17
Employees’ Responsibilities

• Identify safety and health hazards

• Report all unsafe conditions and practices
• Make suggestions for improving workplace
safety
• Participate in Committee activities/initiatives
• Follow safe practices/procedures
• Cooperate with Committee members
• Consider becoming a Committee member
PPT-057-06 18
 Committee Chairperson

• Accountable to top management

• Sets the agenda
• Coordinates meetings
• Facilitates meetings
• Ensures agenda is followed
• Ensures everyone is heard

PPT-057-06 19
 Committee Chairperson

Options:
• Safety person serves as Chairperson
• Management and union co-chairs
• Rotating Chairperson (yearly; each meeting)

PPT-057-06 20
Safety Committee Certification

Can be done on-line using HandS system

• Initial certification:
- After 6 months of functional committee
operation
- Within 30-90 days of insurance policy renewal
-Submit Form LIBC-372
• Annual re-certification:
- Within 15-90 days of insurance policy renewal
- Submit Form LIBC-372R

PPT-057-06 21
 HandS

Health and Safety Division’s

online processing system

PPT-057-06 22
Accessing the HandS System

Go to our website
www.dli.state.pa.us

Click “Workers’
Compensation”
then
“Health & Safety

Division”
then
“HandS System”
PPT-057-06 23
 “Review”/Audit Overview

• Random/Target Audits
• 30 day notification
• Opening conference
• Table top “on-site” audit
• Information verification
• Closing conference

◦ Issue Compliance/Non-compliance Rating

(Preliminary)
◦ Non-Compliance issues explained

PPT-057-06 24
Successful Safety Committees

• Competent -- dedicated

• Support goals & objectives

• Demonstrate team effort

• Develop mutual trust, respect & support

PPT-057-06 25
 Objectives

Objectives should be: SMART

Specific

Measurable

Attainable

Relevant

Time-limited
PPT-057-06 26
Workplace Safety Committees

Hazard Detection
and
Identification

Is this safe?

PPT-057-06 27
Hazard Detection & Identification

• The following list shows the main ways to

identify hazards:
→ Walkthrough Surveys
→ Inspection Checklists
→ Past Records
→ Accident Investigations
→ Consultation
→ Documentation

PPT-057-06 28
 Risk vs. Hazard

Risk: The measure of the

probability and severity of
an adverse effect caused by
a hazard

Hazard: What causes the

risk; administrative or
physical (causes or has the
potential to cause a loss)

PPT-057-06 29
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

PPT-057-06 30
 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

PPT-057-06 31
Hazard Detection & Inspection

• What is a hazard?
• What should I look for?
• What standards do I reference?
• How do I perform the inspection?
• How do I document the inspection?

PPT-057-06 32
 What is a Hazard?

An act or a condition in the workplace that has

the potential to cause injury, illness, or death to
a person and/or damage to company property,
equipment and materials

PPT-057-06 33
 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)

PPT-057-06 34
 Standards to Reference

• OSHA
- Federal Regulations (29 CFR 1910)
- Available at www.osha.gov
• PA Department of Labor & Industry
– www.dli.state.pa.us
• PA Department of Environmental Protection
– www.depweb.state.pa.us/portal/server.pt
• Other technical standards
(NFPA, ANSI, ASTM, ASME, etc.) – get help
if necessary!
PPT-057-06 35
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, Accident Reports, etc.
• Formulate recommendations
• Report findings to management
• Follow-up for implementation
PPT-057-06 36
Any Problems Here?

Chemical
storage
underneath
cabinet

Not all
chemicals
properly
labeled

Are chemicals
compatible

No lip on shelf

PPT-057-06 37
What About Here?

Fire door held

open by fire
extinguisher

Location of
extinguisher
could be trip
& fall hazard

PPT-057-06 38
 Is this Okay?

No shoring
in trench
NO!
Working
below
unstable
rock

Unstable
soil in
trench

PPT-057-06 39
What About This?

Storage next
to hot water
heater

Combustible
storage in
“mechanical
room”

Unsafe
storage –
could fall on
somebody

PPT-057-06 40
 Any Issues Here?

Cord across Door possibly

walkway – trip & closes on cord
fall hazard – damage to
cord

PPT-057-06 41
What About Here?

Exit
blocked/obstructed

Exit access/aisle
blocked/obstructed

Storage creates trip

& fall hazard

Access to fire
extinguisher
blocked

PPT-057-06 42
Do you see any Problems?

Electrical
cord frayed,
insulation
missing

PPT-057-06 43
How to Document the Inspection

In Writing, In Writing, In Writing!

• Email…… Safety

• Checklists………. Inspections

• Memorandums……….
• Written inspection reports………..

PPT-057-06 44
Safety Inspection Checklist

PPT-057-06 45
Workplace Safety Committees

Accident/Incident
Investigation
and
Reporting

PPT-057-06 46
 Incident Ratio Model

1 Death or Serious Injury

Most Accident
Investigations
Conducted 29 Bi
in gg
Minor Injury ju e s
ry t
ca per
Few Investigations us c e
Conducted i n nt
300 g ag
po e
t e of
Near Miss nt
ia
l!

3,000
Unsafe Acts, Behaviors or Conditions

PPT-057-06 47
 Near Miss

What is a near miss?

How does it differ from an accident?

How does it differ from a hazard?

PPT-057-06 48
What Is A Near Miss?

PPT-057-06 49
 Near Miss

We will read the definition of an accident

We call an accident an “actual”

We looked at the definition of a hazard

We call a hazard a “potential”

PPT-057-06 50
 Near Miss

Remembering the definition of a near miss

We would call it an ?????

PPT-057-06 51
 Near Miss

RIGHT ---

We call a near miss an “almost”

How does it resemble an accident?

It must be investigated immediately

PPT-057-06 52
Near Miss

Near misses also have

a cause and effect

What would you say

was the cause of this
“almost”? What might
be the effect?

What changes would

you make?

PPT-057-06 53
 Near Miss

What impact would

changes make in the previous
slide?

How would you prevent this

from becoming an “actual”?

PPT-057-06 54
Reporting Near Miss Incidents

Why report near misses?

PPT-057-06 55
 Near Miss

Always remember, if you:

Eliminate or reduce all hazards

Investigate all near misses immediately

and make changes

You WILL reduce “actuals”

PPT-057-06 56
Incident Investigation & Reporting

• What is an accident?
• What are the causes of an accident?
• How do I investigate an accident?
• What should I put in my report?
• What’s next?

PPT-057-06 57
Incident Investigation & Reporting

What is an accident?

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 accidents have a cause and effect!

PPT-057-06 58
Incident Investigation & Reporting

What are the causes of an accident?

There are two basic causes of accidents:

Unsafe Acts
and
Unsafe Conditions

PPT-057-06 59
Unsafe Acts vs. Unsafe Conditions

• Behaviors • Environment

- Account for the vast – Represent only a

small fraction of
injuries
• Can’t

• Recognize & Remedy

majority of injuries
• Won’t
PPT-057-06 60
• Encourage & Enforce
Unsafe Acts - Unsafe Conditions

• Inadequate • Operating at
Ventilation Improper Speed
• Failure to Warn • Congested Area
• Defective Tools, • Noise Exposure
Equipment or
Materials • Improper Lifting
• Inadequate Guards • Inadequate PPE
• Horseplay
• Using Defective
Equipment

(Adapted from Bird & Germain, 1985)

PPT-057-06 61
Unsafe Acts - Unsafe Conditions

• Temperature • Improper Loading

Extremes
• Inadequate Warning
• Influence of Drugs System
or Alcohol
• Failure to Secure
• Fire/Explosion
Hazard • Removing Safety
• Operating Without Devices
Authority
• File Drawer Left
• Poor Illumination Open

(Adapted from Bird & Germain, 1985)

PPT-057-06 62
Unsafe Act or Unsafe Condition?

Act: No guarding on
scaffold; unsafe set-up
for scaffold; no PPE

Condition: Items
stored in exit access,
obstructs exit width

PPT-057-06 63
Unsafe Act or Unsafe Condition?

Act: Unsafe
ladder set-
up; no PPE

PPT-057-06 64
 Unsafe Act or Unsafe Condition?

Excessive
sawdust
on floor
Condition
No guard
on blade

PPT-057-06 65
Unsafe Act or Unsafe Condition?

Act: Unsafe
set-up;
individual in
unsafe position

PPT-057-06 66
Unsafe Act or Unsafe Condition?

Condition

Exposed wires

PPT-057-06 67
Unsafe Act or Unsafe Condition?

Act

Man standing
on moveable
stairs being
raised by
forklift

PPT-057-06 68
Accident/Incident Investigation

• Review all reported

incidents causing
injury, damage or a
“near miss”
• What happened
• Identify the root
cause
• Recommend
corrective measures

PPT-057-06 69
Who Should do the Investigation?

• First Line supervisor

• Safety Committee
• Safety Director/Safety Person
• All of the above
• A combination of the above

PPT-057-06 70
 Incident Investigation & Reporting

HOW DO I INVESTIGATE AN ACCIDENT/INCIDENT?

1. Call for first aid/emergency response

2. Secure the scene
3. Photograph the scene
4. Interview witnesses
5. Collect physical evidence

PPT-057-06 71
Investigation “Go Bag”

Some suggestions:
Camera
Flashlight
Tape Measure
Surgical Gloves
Necessary PPE
Note Pad/Tablet
“Sticky Notes”
Pens
PPT-057-06 72
 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

PPT-057-06 73
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

PPT-057-06 74
 The Interview

• Put the person at ease

• 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

PPT-057-06 75
 The Interview

• 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?

PPT-057-06 76
 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

PPT-057-06 77
Incident Investigation & Reporting

WHAT SHOULD I PUT IN MY REPORT?

1. All the facts, statements, documents, photos,

etc. that were obtained during the investigation
2. Remember, no opinions (e.g. “I think that, I
believe that”…)
3. Analysis of the cause
4. Corrective actions

PPT-057-06 78
 Corrective Action

•Told to be more careful

•Explained safety rule on lifting
•Instructed employee to read Safety Data
Sheet (SDS)
•Had co-worker review proper procedures

ARE THESE EFFECTIVE MEANS OF CORRECTIVE

ACTION? WHAT DO YOU THINK?
Hint: Not really! These actions
do not really correct anything.

PPT-057-06 79
 Good Corrective Action

• Met with employee to discuss accident and

reviewed proper procedures and then...
• Observed employee perform the procedure
• Showed employee SDS, reviewed how to
interpret; use of appropriate PPE
• Checked for understanding
• Plan to discuss with all employees in

department at next meeting

PPT-057-06 80
Incident Investigation & Reporting

What’s next?

Follow-up!
Follow-up!
Follow-up!

Ensure that corrective actions are being

implemented.

PPT-057-06 81
Incident Investigation - Summary

• Accident & Incident Investigations

– First Aid & Emergency Response
– Secure Scene
– Photograph/Document Scene
– Interviews/Statements
– Review Records
– Prepare a Report:
• Include Causes & Effects
• Include Corrective Actions
– Follow-up!
PPT-057-06 82
Root Cause(s)

The cause of a problem which, if

adequately addressed, will prevent
a recurrence of that problem

PPT-057-06 83
WEED OUT THE CAUSES OF INJURIES
Strains
AND ILLNESSES
DIRECT CAUSES OF
Burns Cuts INJURY/ILLNESS
Ung
uard
ed ma c y
pl a
hine Horse
Broke ard
az
n tools Create a h
Chemic Surface Causes of
al spill the Accident
Defectiv
e r e por t injury
PP E Fails t o
Untrained Fails to inspect
wo r ker
Conditions Behaviors
Lack of time Fails to enforce

Too much work Fails to train

Inadequate training No recognition

No discipline procedures
No orientation process Outdated Procedures
Inadequate training plan

No accountability policy No inspection policy

Root Causes of the

PPT-057-01 Accident 86
PPT-057-06 84
Drug-Free Workplaces in PA

Employee
Substance
Abuse
Awareness &
Prevention
(ESAAP)

PPT-057-06 85
 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

PPT-057-06 86
 The Cost of Substance Abuse

• Increased Health Care Costs

• Increased Workers’
Compensation Premiums

• Increased Workplace Violence

PPT-057-06 87
 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

PPT-057-06 88
Reasons for Not Implementing ESAAPs

• Substance abuse is not a problem

• Insufficient time to develop & maintain a policy
• The policy would be too costly
• Too much uncertainty about liability
• Lack of information

REALITY =

PPT-057-06 89
Incentive to Implement ESAAPs

• Only 1 out of every 5 Pennsylvania employers

plans to address substance abuse in the
workplace.

• The number increased to 2 out of every 3 when

workers’ compensation premium discounts were
mentioned.*

*While PA presently has no provisions

for granting financial consideration for
implementing an ESAAP, this may be
legislatively addressed in the future

PPT-057-06 90
ESAAP is an Effective Solution

• Southern Pacific Railroad reports after they

implemented an ESAAP accidents dropped by
71%.
• One electric supply company documents a
39% decrease in absenteeism after
implementation of an ESAAP.

PPT-057-06 91
 Substance Abuse

When someone has an addiction or abuses alcohol

and other drugs it affects themselves as well as
other people around them:

• Emotionally
• Behaviorally
• Physically

PPT-057-06 92
Emotional Effects

• Aggression
• Burnout
• Anxiety
• Depression
• Paranoia
• Denial

PPT-057-06 93
 Behavioral Effects

 Slow reaction time

 Impaired coordination
 Slowed or slurred speech
 Irritability
 Excessive talking
 Inability to sit still
 Limited attention span
 Poor motivation or lack of energy

PPT-057-06 94
 Physical Effects

Common performance problems may

include:

 Poor attendance
- Tardiness
- Unexplained absences
- Long lunches
 Co-workers or customer complaints
 Mistakes
 Missed deadlines

PPT-057-06 95
 Drugs of Abuse

• Alcohol • Narcotics

• Marijuana • Hallucinogens

• Inhalants • Designer Drugs

• Stimulants • Over the counter

• Depressants
(OTC)
PPT-057-06 96
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

PPT-057-06 97
Elements of ESAAP’s

PPT-057-06 98
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 www.samhsa.gov, the website for the Substance

Abuse and Mental Health Services Administration
(SAMHSA), maintained by the US Department of Health
and Human Services

PPT-057-06 99
 Additional Resources

To assist you in your program development, you can

contact us for your own PowerPoint copy of:

1. “Drug & Alcohol Awareness-Employee” and

2. “Drug & Alcohol Awareness-Supervisor”

Department of Labor and Industry

Bureau of Workers’ Compensation
Email: RA-LI-BWC-Safety@pa.gov
Phone: (717) 772-1635
PPT-057-06 100
 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

PPT-057-06 101
 PATHS

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

PPT-057-06 102
PATHS

PPT-057-06 103
 PATHS

To Access PATHS

www.dli.state.pa.us/PATHS

or

www.dli.state.pa.us
– “Workers Compensation”
icon
– Health & Safety Division
– PATHS

PPT-057-06 104
 Contact Information

To contact a Health & Safety

Training Specialist:

Bureau of Workers’ Compensation

1171 South Cameron Street Room 324
Harrisburg, PA 17104-2501
717-772-1635
RA-LI-BWC-Safety@pa.gov

PPT-057-06 105
 HandS Tech Manual

Sample Programs found on following pages:

Safety Committee Compliance Checklist 49

Sample Bylaws 51
Sample Safety Policy 54
Sample Meeting Agenda 55
Sample Meeting Minutes 56

Sample Training Documentation 57

Sample Incident Investigation Report 58-60
PPE Program Checklist 61-67
Workplace Inspection Checklist 68-74
Safety Orientation 75

PPT-057-06 106
Questions

PPT-057-06 107