California State University San Marcos is committed to providing an accessible, attractive, and safe environment for faculty, staff, students, volunteers, and visitors. It is the policy of the University to maintain, as it is reasonably within the control of the University to do so, a campus environment that will not adversely affect their health and safety or subject them to avoidable risks of accidental injury. There may be situations where the hazards are mitigated by the employee, supervisor, or Safety, Health and Sustainability (SH&S). To accomplish this, the University has developed an Injury and Illness Prevention Program (IIPP) in compliance with Cal/OSHA regulations and guidelines.
The goal of the IIPP is to assist University employees, volunteers, and students in identifying hazards in the workplace, determining how to correct hazards that may occur, and taking steps to prevent them from recurring. The following describes specific requirements for program responsibility, compliance, communication, hazard assessment, accident/exposure investigations, hazard correction, training, and recordkeeping. The IIPP is intended to achieve the following objectives:
Cal/OSHA - The California Occupational Safety and Health Administration is the State agency that protects workers from safety hazards through regulations, safety programs, inspections, and consultative assistance.
Employee – A person who works for the California State University in return for financial or other compensation.
Supervisor – "Supervisory employee" means any individual, regardless of the job description or title, having authority, in the interest of the employer to hire, transfer, suspend, lay-off, recall, promote, discharge, assign, reward, or discipline other employees, or responsibility to direct them, or to adjust their grievances, or effectively to recommend such action, if, in connection with the foregoing, the exercise of such authority is not of a merely routine or clerical nature, but requires the use of independent judgment. (Source: HEERA)
Volunteer – An individual who performs work or provides services without compensation for a quarter, semester, academic year, calendar year, session, or any part thereof. Or persons who perform work or provide services to the university without financial gain. (Source: CSU Volunteer Policy HR 2005-26 dated 6/14/2005.
Principal Investigator or Project Director -Means the individual (whether referred to in the Contract or Grant as a Principal Investigator, Project Director or other similar term) designated by the Sponsoring Agency to be responsible for ensuring compliance with the academic, scientific, technical, and for day-to-day management of the Sponsored Program. Financial and administrative aspects of the Contract or Grant are the joint responsibility of the Recipient and the Principal Investigator. (Source: CSUSM Corporation’s PI/Project Director’s Manual)
The University President has assigned overall management for the IIPP to the Vice President for Finance and Administrative Services. The Director of Safety, Health and Sustainability is responsible for implementation of the IIPP. Additional responsibilities for implementation include the following:
It is the responsibility of the Director of SH&S, under the direction of the Vice President for Finance and Administrative Services, to develop and manage the IIPP and monitor compliance. In case of life safety matters or imminent danger to life or health, the Director of SH&S or his/her designee has the authority to order the cessation of the activity until the hazardous condition is abated or adequate measures are taken to minimize exposure to campus personnel. Further responsibilities are outlined below:
10. Other services and responsibilities of this office are outlined on the SH&S website.
The Risk Manager is responsible for coordinating campus risk management assessment programs, developing and implementing training and assessment methodologies to assist the campus with effectively avoiding, mitigating, transferring, and/or controlling risk.
It is the responsibility of the Deans and Associate Vice Presidents to ensure departments under their direction are complying with the provisions set forth in the IIPP. Specifically, these individuals will:
The primary responsibility for establishing and maintaining a safe and healthy work environment for employees, students, and visitors is at the department level. It is the responsibility of Directors and Department Chairs to develop, in collaboration with SH&S, departmental procedures to ensure effective compliance with the IIPP and other University health and safety policies as they relate to operations under their control. SH&S is available for consultation in this area and can provide document templates. Areas of responsibility include: education and training, identification and correction of unsafe conditions, and record keeping. Specifically these individuals will:
It is the responsibility of first line Supervisors and Principal Investigators/Project Directors/Professors to ensure all employees under their direction have been trained in the proper procedures for each job. Additional responsibilities include:
Department Safety Coordinators (DSC) are appointed by each Director, Department Chair, or Dean and are critical to the effective implementation of the IIPP. These roles may be part of the College of Science and Math staff or the Instructional Support Technicians duties. The DSC will:
All University employees and volunteers are subject to University health and safety policies and procedures. Compliance is important in the prevention of work related injuries and illness. Responsibilities include:
Students are expected to adhere to safety practices presented by SH&S, Faculty, Principal Investigators, Project Directors, technical staff, student assistants, graduate assistants, and other authorized individuals. They must report known workplace hazards to their instructors or other responsible parties.
Because of the diversity of operations within the University and the differences in organizational structure within departments, University administration recognizes that certain responsibilities and procedures in this IIPP may not be fully carried out by each department. Therefore, departments will have some latitude in formulating and implementing alternative procedures when necessary, as long as the IIPP objectives and regulatory compliance are not compromised.The program elements for the IIPP include:
Several methods of communicating with employees, volunteers, and students on matters relating to health and safety have been established.
Section 3203, Title 8 of the California Code of Regulations specifies that scheduled periodic inspections shall be conducted to identify and eliminate unsafe conditions and work practices. The purpose of inspections is to identify and correct potential problems before employees become injured or property is damaged.
Food service inspections are conducted on an as needed or upon request basis by a Registered Environmental Health Specialist (REHS) or SH&S.
All employees are responsible for reporting hazards to their Supervisor, Department Chair, or SH&S.
Hazardous situations can be found at any time. The more severe the hazard, the quicker the action needed for correction. Employees must use their own judgment in assessing the severity of a hazard.
Upon completion of a scheduled or unscheduled inspection, all findings will be prepared in writing and submitted to Department Chairs and SH&S on the appropriate Safety Inspection Checklist. Corrective action or a suitable timetable for elimination of a hazard is the responsibility of the department. SH&S will provide correction assistance, referral, and consultation.
Inspections conducted by SH&S will be reported in writing to the responsible Faculty Member/Principal Investigator (PI). Corrective actions that are not resolved or Immediately Dangerous to Life and Health (IDLH) are reported to the Department Chairs and the corresponding Department Safety Coordinator. Corrective action or a suitable timetable for elimination of the hazard (where appropriate) is the responsibility of the department where appropriate and necessary. SH&S will provide correction assistance, referral, and consultation.
Hazards should be reported to Department Chairs, Managers/Supervisors or Department Safety Coordinators. Employees may report hazards by calling SH&S or anonymously submitting a safety concern on the SH&S website.
Once identified, hazards are ranked according to the severity of the resulting injury or exposure and the probability of its occurrence. Imminent violations and hazards should always be given top priority and corrected immediately or consideration given to halting operations affected by the violations or hazards.
An imminent hazard is any condition or practice where there is reasonable certainty that a hazard exists that can be expected to cause death or serious physical harm. If a condition exists that presents an imminent hazard to health or safety, persons conducting the inspection shall immediately notify the Department Chair/Head, Manager/Supervisor, or SH&S, as appropriate.
All imminent hazards shall be repaired, removed from use, or modified to a hazard of lesser status immediately. The Department Chair/Supervisor shall inform all employees of any such imminent hazard(s) that cannot be immediately corrected and ensure that all necessary precautions are taken to prevent injuries or illnesses.
Serious hazards under the right circumstances will cause physical injury or illness. All serious hazards shall be corrected or modified to a potential hazard within 48 hours, unless an extended schedule has been agreed upon by SH&S and the department. Those affected by the hazard must be notified of existing conditions and procedures for avoiding an accident.
Potential hazards can cause minor injuries or illnesses under the right circumstances. These hazards will be corrected in an agreed upon schedule or modified as determined by SH&S and the department. Those affected by the hazard must be notified of existing conditions and procedures for avoiding an accident.
Effective dissemination of safety information is crucial to maintaining a successful IIPP. Refer to the Safety Training section in the Injury and Illness Prevention Program procedure for more details. It is necessary to provide training for employees on general safe work practices and specific instructions concerning hazards unique to each employee's job assignment. The SH&S Safety Sense Newsletter, Safety Bulletins, or Microgram emails are a form of employee training where information of a general nature is disseminated campus-wide. Other methods or modes of training include
All new employees are offered general safety (IIPP) training through their supervisor or SH&S. This training is required for all University employees. Full and part-time faculty receive safety training information from the Faculty Center, their supervisor, or SH&S. During this training, employees receive an introduction to the University's safety program.
SH&S has developed training programs designed to meet general safe work practice requirements. The frequency of these training programs is determined by regulations, prudent practices, or by supervisor requests. Available training courses can be reviewed at SHS Training. The following training programs are elements of a larger program (the IIPP) which services broader campus needs.
These programs include, but are not limited to:
*Specific training programs can be developed as needed for specialized department needs.
It's the responsibility of the department to have employees retrained per department guidelines or regulatory requirements.
Programs incorporated into the overall campus IIPP are included to ensure that adequate measures are covered throughout the campus. Programs are reviewed every three years or as needed. They are available on the SH&S web site or can be requested from SH&S. Existing programs are outlined below. Specific written programs are contained in the noted appendices.
The Occupational Safety Program provides for, but is not limited to, safe working/walking surfaces, ergonomics, adequate illumination, proper maintenance of tools and other equipment, proper guarding of machinery, an Electrical Safety Program, a Lockout/Tag Out Procedure for all energized systems, safe use and storage of a compressed gas, a Confined Space Entry Procedure, equipment and procedures for the safe handling of materials, and a Defensive Driving program.
The Industrial Hygiene Program provides for personal monitoring and environmental testing to identify, monitor, and control potentially harmful substances and physical agents in the campus environment. Specific attention is given to such areas as noise, personal protective equipment and clothing, medical monitoring, ergonomics, indoor air quality, and exposure to toxic materials. The success of this program requires that the University develop the capability to:
The Biohazard Safety Program provides for the review of the University's teaching projects, research activities, and facilities involving the acquisition, use, storage and disposal of biohazardous agents. The program ensures compliance with campus policies, National Institute of Health Guidelines, and other governmental regulations regarding the use of infectious and toxin-producing agents that have the potential for causing disease in healthy people, animals, or plants. The program is in compliance with the Cal/OSHA Bloodborne Pathogen Regulation (California Code of Regulations, Title 8, Section 5193)
The Contractor Safety Program provides that contractors and their employees, when on University premises, work in accordance with federal, state, and local regulations and in such a manner to support the campus' efforts to prevent accidents and control losses. The University has established policies and regulations to be followed by contractors and service representatives. These rules are included in contracts and specifications set by the University. Acceptance of these rules and agreement to honor them shall be included in all awarded contracts.
The campus Emergency Action Plan & the Emergency Preparedness Program provides for a consistent and adequate means of handling a variety of emergencies. The goals of the program include the preservation of life, the protection of property, and continuity of campus operations. University employees, students, and the public are informed of and included in the preparedness and response strategy. The University has developed an Emergency Action Plan, in accordance with Title 8 Section 3220. The campus Emergency Preparedness Program includes the following items:
In accordance with the requirements of Title 8 Section 3221 and Title 19, the University Fire and Life Safety Program provides for a written Fire Prevention Plan. The plan includes established practices and procedures to control potential fire hazards and ignition sources; installation and maintenance of fire protection equipment and systems; regular portable fire extinguisher inspections and maintenance; and employee training on the use of fire extinguishers and fire protection procedures. The program is also in compliance with the Cal/OSHA Fire Extinguisher Regulation (California Code of Regulations, Title 8, Section 6151).
The program includes:
All employees, students, and visitors should be protected from pathogenic illnesses caused by inadequate sanitation. Guidelines are in place for food and pool inspections, training, and preventative maintenance. This program also applies to all student food sales. The Public Health and Sanitation program provides for regular inspections of all campus food establishments by SH&S, or other appropriate personnel, to ensure that operations and facilities are in conformance with state and local public health codes. The purity of all drinking and swimming pool water is monitored by appropriate personnel to guard against the presence of harmful bacteria and other contaminants. Other activities include proper housekeeping practices, wastewater quality, and proper disposal of food and other non-hazardous solid waste.
SH&S consults, when contacted, on the sale or distribution of food items by student groups to insure proper sanitation methods are followed. Food service inspections are conducted on an as needed or upon request basis by a Registered Environmental Health Specialist (REHS) or SH&S.
The purpose of the Hazard Communication Program is to inform employees about hazardous substances in the workplace, potential harmful effects of these substances and appropriate control measures. The primary tools of this program are warning labels, MSDSs and employee training. The program is in compliance with the Cal/OSHA Hazard Communication Standard (California Code of Regulations, Title 8, Section 5194)
The written Hazard Communication Program provides for:
Through a collaborative effort with SH&S, Facility Services, Energy Management & Utility Services, and Planning, Design, and Construction (PDC), standards for indoor air quality will be maintained through reasonable preventative and responsive measures. This could include renovation, maintenance, inspections, monitoring, and/or analytical testing.
Academic research and teaching laboratories are complex workplaces. A wide variety of potential hazards exist either resulting directly from the work conducted or the tools used to conduct that work. It is the practice of the University that all laboratory research and teaching involving chemical, physical, and biological hazards will be conducted in a safe and responsible manner. The responsible person (PI, Supervisor or Faculty Member) for this space ensures safety practices or procedures are followed by personnel, students, visitors, and volunteers. The program is in compliance with the Cal/OSHA Occupational Exposure to Hazardous Chemicals in Laboratories (California Code of Regulations, Title 8, Section 5191).
The employee Medical Monitoring Program was developed to help administrators in identifying those employees, both faculty and staff, who, because of their exposure to certain health hazards on the job, are required by state regulations to receive specific and periodic medical examinations, to ensure their health and safety is not adversely affected by their work environment. The implementation of the program is the responsibility of SH&S. The Managers/Supervisors/Principal Investigators are responsible for identifying these employees for SH&S and assisting with the compliance of the program. Employees are responsible for completing medical evaluations per direction of their supervisor and according to the specifications of the program. The program is in compliance with various Cal/OSHA regulations that pertain to medical monitoring or surveillance (California Code of Regulations, Title 8).
The Radiation Safety Program provides for the safety of personnel, students and the public during operations involving ionizing and non-ionizing radiation sources. Working in conjunction with the Radiation Safety Committee and within the guidelines approved under the University's “Specific License” with the State; the Radiation Safety Officer administers the Radiation Safety Program to ensure that all exposures to radioactive sources are kept to a level as low as reasonably achievable. The program is in compliance with the Cal/OSHA Non-Ionizing and Ionizing regulations (California Code of Regulations, Title 8, Section 1801 and Title 17, Section 30255).
Smoking has been shown to cause severe respiratory distress and illness in many people, especially those with asthmatic and allergic conditions. The University & CSU System recognized the need for establishing a policy regarding smoking on campus. The policy prohibits smoking on University property which includes University buildings, state-owned vehicles, and complies with State law. The program is also in compliance with Cal/OSHA regulations that pertain to smoking in the workplace (California Code of Regulations, Title 8, Section 5148).
Many institutions are at risk for workplace violence. This program is to ensure, as much as reasonably achievable, a safe working environment. Campus offices and departments should be aware of their own particular security issues and report any instances of belligerence or threatening behavior to University Police. The University is committed to zero tolerance to acts or threats of violence and verbal or sexual harassment.
View full document