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Facilities Management Safety Standards

  1. PURPOSE

    1. To establish safety standards that will best promote the safety of Facilities Management Associates.

    2. To ensure compliance with current OSHA, VOSH, EPA, insurance and other applicable safety guidelines.

    3. To best contribute to the safety of the campus community.

  2. DEFINITIONS

    1. Chargeable Accident - an accident which results in damage to vehicles, property or personal injury that could have been prevented if the associate had followed safety procedures as determined by the Risk Management Committee(i.e., required a passenger in the vehicle to assist with backing up, striking a stationary object with a vehicle, worn required PPE, obtained assistance before lifting a heavy object, etc.).

      NOTE: In some instances, damage to a state vehicle or state property, which occurred as a result of unknown circumstances may be designated as chargeable.

    2. Non chargeable Accident - an accident which results in damage to vehicles, property or personal injury which occurred as the result of circumstances beyond the associate's control, (i.e., state vehicle is struck by another vehicle, unforeseeable equipment malfunction results in personal injury, etc.).

    3. PPE - Personal Protective Equipment (i.e. gloves, goggles, face shields, boots, special clothing, etc.).

    4. Recordable Injury - Any injury that requires medical treatment, restricted duty, stitches, time away from work, or results in unconsciousness. This does not include any injury that can be treated with first aid and requires no medical attention. However, all injuries must be reported to your supervisor and the required paperwork filled out.

    5. Service Interruption - generally refers to electric service but may also mean the interruption of any service provided by or contracted for by the university.

    6. Service Vehicle - any truck, car, utility cart, or other motor vehicle used for the purpose of transporting people, tools or equipment in order to provide maintenance, repair, cleaning, trash removal, or landscaping.

    7. Access Drive - any area that is not a public roadway, paved or unpaved, used by pedestrians and/or vehicles to approach a given location.

  3. RESPONSIBILITIES

    1. Director - departmental compliance with this procedure, interpretation of procedures when needed and advise the appropriate action to be taken for a third chargeable vehicle accident within a twelve month period.

    2. Assistant Director, and FM Managers, - promote compliance with safety procedures in their sections, provide for training, obtain and service equipment, and promote safety awareness.

    3. Project Managers - require contractors/sub-contractors to comply with OSHA, VOSH, EPA, and other applicable safety requirements and promote safety awareness. (Usually accomplished via bid documents.)

    4. Supervisors and Senior Workers - responsible to provide proper training to associates on procedures, enforcement of procedures, proper use of equipment, use of PPE, to promote safety awareness and respond to safety concerns in a timely manner.

    5. Senior Workers, Crew leaders, Leadmen/Foremen - report equipment repair needs, immediately report unsafe conditions or actions, enforce procedures and promote safety awareness.

    6. Associates - ensure compliance by following safety procedures, using appropriate safety equipment and PPE, report accidents and needs (equipment repairs, etc.), and promote safety awareness.

    7. FM Safety Manager - chair the Facilities Management Risk Management Committee, conduct safety audits and provide safety information to all levels of Facilities Management.

    8. FM Training Technician - serve as department trainer to schedule, conduct or arrange to have conducted various safety related classes on all aspects of this procedure and other FM procedures.

    9. The FM Risk Management Committee is composed of the FM Safety Manager, University Safety Engineer, University Risk Management AVP, FM Personnel Coordinator, Human Resources Leave Records Administrator, FM Director's Secretary, Transportation Manager, at least one representative from each of the following areas of FM who serve one year terms: Housekeeping, Landscaping, Waste Management, and Maintenance, and others as may be appointed. The Committee is responsible to discuss all reported accidents (vehicle accidents are not limited to Facilities Management but encompass the entire university), evaluate causes, designate accidents as chargeable or non-chargeable, propose preventive measures and develop a system of safety awards.

    10. FM Personnel Coordinator - maintains Facilities Management training records and schedules related training as requested or required.

    11. Campus Safety Engineer - promote and support JMU safety and provide training assistance.

  4. PROCEDURES

    1. SAFETY AWARENESS and TRAINING

      1. Each section shall conduct and document formal safety training for all its associates (all shifts, permanent, wage, and students), at least three times a year; fall, spring and summer. Documentation is to be turned in to the FM Personnel Coordinator. The Campus Safety Engineer will provide requested consultation services on any professional and technical information required.

      2. Each craft/crew shall promote safety awareness on a continuous basis in their area as necessary to ensure that safe working practices are utilized and adhered to. Mandatory for all scheduled bi-weekly staff meetings.

      3. All NEW associates shall receive appropriate safety training by or through the FM Training Technician prior to starting work their first day on the job. This safety training is to include as a minimum a review of this procedure and the Facilities Management Safety Manual which is "Attachment A" of this procedure. On-the-Job training will be conducted by each department on specific job responsibilities and hazards. All training is to be documented and turned in to the FM Personnel Coordinator.

      4. Prior to the first use of new equipment, or any equipment with which an associate is not familiar, the supervisor shall conduct safety training for that associate or group of associates on the correct operation of the equipment. This training is to be documented and turned in to the FM Personnel Coordinator. NO ONE is to operate any equipment on which they have not been trained and the documentation of such training is not on file or current.

      5. All training is to be documented and maintained in the section associate file and a copy forwarded to the Facilities Management Personnel Coordinator. Documentation will be maintained by the FM Training Technician.

    2. VEHICLE OPERATION

      1. Managers and Supervisors are responsible to ensure that all vehicle/motorized equipment operators are properly trained and have a current valid vehicle Operator's License to operate the type or class of vehicle they are to operate as required by the Virginia Department of Motor Vehicles.

        1. Supervisors shall make a copy of the Operator License for Class II or above to keep on file.

        2. Students employed in Facilities Management are not to operate motor vehicles. Exception: Those students employed in Waste Management who have a valid Virginia Operator's Permit.

        3. Where additional safety training and/or certification is required by OSHA, VOSH or another agency such training and certification will be documented and kept in a current file for each operator.

      2. It is the responsibility of each operator to conduct daily maintenance checks of the vehicle/equipment that is assigned to them, to ensure safe operation, and to check for damage. These daily checks are to be documented on the form supplied by the Transportation Section. All existing damage to a vehicle is to be listed on the form. All new damage is to be reported and listed. If damage cannot be attributed to a particular event, the last driver to have responsibility for the vehicle will be held accountable for the damage.

      3. The vehicle operator is responsible for the safety and conduct of his/her passengers and is to observe all motor vehicle laws:

        1. Driver and passengers SHALL use seat belts if they are provided. The use of seat belts by all front seat occupants is MANDATORY. It is the LAW. Exception: Riding mowers without roll bars.

        2. Passengers must occupy any empty seating inside the vehicle.

        3. Passengers must remain seated on the floor of the truck bed while the vehicle is in motion.

        4. Arms or legs shall not extend beyond the sides, rear or cab of the vehicle.

        5. Obey all posted speed limits on public roadways, 25 mph on university roadways and 10 mph on sidewalks. Drive at a safe speed for conditions (wet pavement, snow, pedestrians, etc.).

        6. Motor vehicles shall yield to pedestrians and persons in wheel chairs or on bicycles.

        7. Park properly using a designated parking space if one is available. DO NOT park in fire lanes or handicap places. Appeals and/or fines for these violations are the responsibility of the driver, NOT Facilities Management. Always place vehicle in park, set the parking brake and remove keys.

        8. Use extreme caution when backing a vehicle. When there are two or more occupants in a vehicle, one individual will stand at the rear of the vehicle to direct the driver. When the driver is the only occupant in the vehicle, extreme caution is to be taken to ensure that the area is clear before starting to back the vehicle (i.e., get out and walk around the vehicle to observe obstacles, ask any person in the vicinity to assist in directing you to back safely, etc.). Failure to observe this precaution is the most common cause of Facilities Management chargeable accidents.

        9. Do Not operate a vehicle which is not operating properly. Report all defective equipment to your supervisor and turn the vehicle in to the Transportation Section immediately. (Get it fixed.)

        10. Report all vehicle accidents immediately to Campus Police, your Supervisor, the Facilities Management Director's office and the Transportation office.

        11. Do not use service drives or the tunnel under Route 81 for shortcuts or convenience. Sidewalks shall be used only to provide access to a specific building entrance for delivery/pickup of materials or supplies. Parking shall be in designated parking slots whenever such are available. Parking on sidewalks or in fire lanes is not normally permissible, however, parking on non-fire lane sidewalks is acceptable in extraordinary circumstances (e.g. moving office furniture).

        12. No through vehicle traffic is permitted on the area in front of Wilson Hall or on the upper pedestrian bridge of Newman Lake.

        13. Wilson Hall service access parking shall be at the rear loading dock area, on the gravel area in front, and only in the designated service vehicle parking slot in "A" lot.

        14. No unnecessary vehicular traffic is permitted on bluestone pavers between Carrier Library, Hillcrest, and Keezell. A valid work order for one of the above buildings is a requirement to be in this area. DO NOT park on pavers other than to unload.

        15. No unnecessary driving or parking on grass areas is permitted. (Consider ground conditions: wet, grass dry, etc..)

        16. Use rear entrances of buildings whenever possible.

        17. Use gravel walkway in front of Varner and Moody Hall for access parking only.

        18. DO NOT block fire lanes or trash pickup areas.

        19. Vehicles are to be kept clean and free of clutter, inside and out. If you smoke in a vehicle, you are responsible for cleaning the ashtrays daily.

        20. Shut off motor and NO SMOKING when refueling.

        21. Shut off motor, set parking brake, and remove keys before leaving the vehicle. (DO NOT LEAVE A VEHICLE WITH THE ENGINE RUNNING.)

        22. If a vehicle is difficult to maneuver in tight areas of the campus, the driver should not force the vehicle into those areas. Use a different vehicle or park further away.

        23. If a barricade is removed or a gate unlocked to gain access to a building or area it is the driver's responsibility to replace the barricade or lock the gate after driving through.

        24. FM Service Vehicles are not to be used for personal business and are not to be used off campus except on official state business.

      4. Ticket(s) received due to violations of this procedure is/are the responsibility of the associate receiving same.

      5. All non-supervisory persons MUST have a valid work order for being in a limited access area.

      6. See FM Procedure I:23, Utility Cart (Golf Cart) for special precautions to be taken when operating this type of vehicle.

    3. Personal Protective Equipment (PPE)

      1. Typical Personal Protective Equipment (PPE) may include but is not limited to the following:

        • Respirators

        • Self contained Breathing Apparatus (SCBA)

        • Goggles

        • Hearing Protection

        • Gloves of various types

        • Back Support with appropriate instruction

        • Rubber soled shoes (provided by associates)

        • Rubber boots

        • Steel toed shoes/boots (provided by associates)

      2. The use of respirators or SCBA requires special training. See your supervisor.

      3. Check with your supervisor for those procedures where PPE is required.

    4. Shop Safety Equipment (Also see attachment A)

      1. FM associates shall use shop safety equipment provided for their protection as applicable for their duties. Faulty equipment shall be immediately removed from service, tagged as "Do Not Use, Needing Repair" and reported to your Supervisor.

      2. Typical craft/shop safety equipment may include but is not limited to the following:

        • Ladders (of appropriate type and height for intended use)

        • Safety Guards

        • Grinder Shields

        • Welding Helmet and shields

    5. Safety of Campus Community

      1. Associates shall post proper barriers and signage to warn pedestrians of hazardous work areas. This can include: warning signs and tape, barricades, fencing, traffic or pedestrian control and/or an individual as a safety monitor where deemed necessary by regulation, a supervisor, or by the associates working on the job.

      2. Safe driving practices shall be followed by all associates at all times.

      3. Project Managers and supervisors shall require contractors and sub-contractors to comply with appropriate safety requirements.

    6. Service Interruption Notification

      1. The Supervisor or Project Manager shall notify the Maintenance Scheduler as far in advance as possible of service interruptions to buildings/construction.

      2. The Maintenance Scheduler shall notify all affected campus areas (customers and departments, all FM sections, Disability Office and the Campus Police Safety Engineer) of service interruptions, including: date, estimated times, duration, extent (i.e. specific services and areas involved, and options for assistance).

      3. The Project Manager or Supervisor shall notify the Maintenance Scheduler when the service interruption is completed. The Maintenance Scheduler shall notify all areas that service has been restored.

    7. OTHER

      1. Proper ventilation shall be used in all areas where needed.

      2. All hazardous materials shall be handled in accordance with manufacturers, OSHA, VOSH, EPA, and Federal/Local guidelines.

      3. All FM safety related procedures such as but not limited to the following shall be complied with:

        • I:11 Bloodborne Pathogens

        • I:12 Hazard Communication

        • I:16 Disaster Recovery Plan

        • I:18 Fall Protection

        • I:19 Respiratory Protection

        • I:20 Floor Safety

        • I:23 Utility Cart Safety Program

        • III:03 Lockout/Tagout

        • III:06 Scaffold & Aerial Lift Safety

        • III:07 Operation of Aerial Platforms

        • IV:01 Asbestos Control

        • IV:04 Excavation & Underground Utilities Identification

        • IV:07 Confined Space

        • V:01 Integrated Pest Management

        • VII:01 Lift Truck Operating Procedures

        NOTE: If you are not aware of the above procedures please contact your supervisor immediately.

    8. Reporting Safety Problems

      1. Associates shall immediately report any unsafe condition or equipment to their supervisor for corrective action. Remove defective equipment from service and tag same.

      2. Supervisors shall immediately initiate corrective action: verify the unsafe condition, initiate work order(s) or fix/replace equipment, and notify the Transportation Office if a vehicle is involved, etc.

      3. If the unsafe condition or defective equipment is not addressed in a timely manner, the associate shall report the unsafe condition/equipment to the Facilities Management Safety Manager.

      4. There shall be no reprisals in any shape or form for reporting safety hazards. If reprisals are found to exist, the person responsible will be disciplined. Report all reprisals to the FM Safety Manager.

      5. The department publishes a brief summary of various safety items as reported in the media. This publication is called "Safety Notes" and is published monthly. All FM Associates are encouraged to read this newsletter. Copies are available in the USB, Room 111, through your supervisor or from the FM Safety Manager.

    9. Reporting Accidents

      1. All personal injuries (those requiring medical attention and those which do not require medical attention) shall be reported on the forms provided by Facilities Management in accordance with University Policy and Facilities Management Procedure.

      2. Managers/Supervisors shall evaluate all accidents, safety violations, and document the counseling of associates about the action necessary to prevent re-occurrences of recordable injuries. Forms shall be provided by the FM Transportation Manager for vehicle accidents and by the FM Safety Manager for personal accidents.

      3. Associates who witness unsafe acts, damage to vehicles, or state property should ensure that the act or damage is reported immediately to their supervisor. This will help reduce personal accidents and the possibility of the wrong person being charged for damage he/she did not cause.(You are responsible for the safety of your co-workers.)

      4. If a personal injury occurs as a result of an associate's negligence or violation of safety procedures the accident may be designated as chargeable by the Risk Management Committee.

    10. Enforcement

      1. The ability of an associate to work safely shall be reflected in their annual performance review. Recognition programs may be utilized to reward associates with outstanding safety records. (See Procedure I:05, Employee Recognition Program.)

      2. At the first personal accident in a twelve-month period, the associate will receive counseling from his/her department supervisor regarding their attention to safety and a discussion of how the accident may have been avoided. Documentation will be recorded and maintained by the FM Safety Manager.

      3. If there is a second personal accident within twelve months of the first accident, the associate will receive counseling from his/her department supervisor regarding their attention to safety and a discussion of how the accident may have been avoided. The department manager will be notified and documentation will be recorded and maintained by the FM Safety Manager.

      4. If there is a third personal accident within twelve months of the second accident, the associate will receive counseling from his/her department manager regarding their attention to safety and a discussion about how the accident may have been avoided. The Director of Facilities Management will be notified and action may be taken (depending on the circumstances, chargeable or non-chargeable accident) by the appropriate Manager in accordance with the Standards of Conduct and Performance relating to unsafe work practices.

      5. Driving privileges may be suspended while a vehicle accident is being investigated, depending on the seriousness of the accident as determined by the supervisor. This may result in an alternate work assignment, LWOP, or suspension.

      6. Drivers with more than one chargeable vehicle accident shall be required to attend a defensive driving class to be scheduled by the Transportation Manager. This class is presently only available on Saturdays. Time off during the week will be made available in order to attend this Saturday class. If the associate does not attend a scheduled class he/she is responsible to reschedule the class themselves and may be required to pay the ($50.) fee. Annual leave will be charged for the missed class. Associates who willfully or repeatedly violate safety standards will be disciplined in accordance with the Standards of Conduct.

    11. Review

      This procedure will be reviewed annually.


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