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Workplace Health & Safety Policy

Policy Status: "Draft"

This policy is currently "draft".

Policy ID: HR-010 Version: 1.0 Status: Draft Effective Date: January 15, 2025 Last Reviewed: January 9, 2025

Purpose

This policy establishes Acme Corp's commitment to providing a safe and healthy work environment and outlines safety procedures, emergency protocols, and injury reporting requirements.

Scope

This policy applies to all employees, contractors, visitors, and vendors at Acme Corp facilities and work sites.

Policy Statement

Acme Corp is committed to: - Providing a safe and healthy workplace - Preventing workplace injuries and illnesses - Complying with all applicable safety laws and regulations - Investigating and correcting unsafe conditions - Training employees on safety procedures - Continuously improving our safety program

Zero Harm Goal: Our goal is zero workplace injuries and illnesses.

Responsibilities

Company Responsibilities

Acme Corp will: - Maintain safe facilities and equipment - Provide required safety equipment at no cost to employees - Conduct safety training for all employees - Investigate accidents and near-misses - Correct identified hazards promptly - Comply with OSHA and applicable safety regulations - Maintain workers' compensation insurance - Not retaliate against employees for safety concerns

Management Responsibilities

Managers and supervisors must: - Model safe work practices - Enforce safety policies consistently - Conduct safety meetings and training - Inspect work areas for hazards - Correct unsafe conditions or report to facilities/safety officer - Investigate incidents in their area - Ensure employees use required safety equipment - Never ask employees to perform unsafe work

Employee Responsibilities

All employees must: - Follow all safety rules and procedures - Use required personal protective equipment (PPE) - Report unsafe conditions immediately - Report all injuries and illnesses, no matter how minor - Attend required safety training - Ask questions if unsure about safety - Never operate equipment without proper training - Never perform work you're not trained or authorized to do - Not work under the influence of alcohol or drugs

Refusal of Unsafe Work: Employees have the right to refuse work they believe is unsafe. Immediately notify your supervisor and the safety officer. No retaliation for good-faith safety refusals.

General Safety Rules

Universal Safety Requirements

  • Maintain clean and organized work areas
  • Use proper lifting techniques (bend knees, not back)
  • Keep aisles, exits, and emergency equipment clear
  • Report spills immediately and clean up if safe to do so
  • Wear appropriate clothing and footwear for your work
  • No horseplay, running, or unsafe behavior
  • Follow lockout/tagout procedures for equipment maintenance
  • Report broken or damaged equipment immediately
  • Never bypass or disable safety guards or devices

Personal Protective Equipment (PPE)

Required PPE varies by job/area: - Eye Protection: Safety glasses in manufacturing/warehouse areas - Hearing Protection: Earplugs/earmuffs in high-noise areas - Foot Protection: Steel-toe boots in manufacturing/warehouse areas - Hand Protection: Cut-resistant gloves, chemical gloves (as needed) - Head Protection: Hard hats in designated areas - High-Visibility Clothing: Reflective vests in traffic areas - Respiratory Protection: Masks/respirators (when required, with fit-testing)

PPE Requirements: - Company provides required PPE at no cost - Employees must wear PPE in designated areas - Inspect PPE before each use - Report damaged PPE immediately - Replace PPE as needed - Visitors must also wear required PPE

Hazard Communication

Right to Know: Employees have the right to know about hazardous materials in the workplace.

Safety Data Sheets (SDS): - Available for all hazardous chemicals - Location: Main Lobby Assembly Area - Online access: [URL/SYSTEM] - Review SDS before working with chemicals - Follow all precautions and PPE requirements

Labels: - All chemical containers must be labeled - Never remove or deface labels - Secondary containers must be labeled - Follow GHS pictograms and warnings

Training: - Hazard communication training for all employees working with chemicals - Specific training for each hazardous material used

Workplace Hazards & Controls

Slips, Trips, and Falls

Prevention: - Clean up spills immediately - Use "Wet Floor" signs - Keep floors clear of obstacles and cords - Use handrails on stairs - Wear appropriate footwear with good tread - Use ladders/step stools for reaching (never chairs or boxes) - Ensure adequate lighting

Ergonomics

Office Workers: - Adjust chair for proper posture (feet flat, knees at 90°) - Monitor at arm's length, top at or below eye level - Keyboard and mouse at elbow height - Take breaks to stretch and move - Report discomfort early

Manual Material Handling: - Use mechanical aids when available (carts, dollies, forklifts) - Get help for heavy or awkward items - Proper lifting: Bend knees, keep back straight, lift with legs - Avoid twisting while carrying loads - Weight limits: [Specify maximum weights]

Electrical Safety

  • Only qualified electricians work on electrical systems
  • Report frayed cords, damaged plugs, or sparks immediately
  • Don't overload outlets (use surge protectors)
  • Unplug equipment by pulling plug, not cord
  • Keep electrical panels accessible (36" clearance)
  • Don't use electrical equipment near water
  • Extension cords are temporary only (permanent wiring needed for long-term)

Fire Safety

Prevention: - No smoking except in designated outdoor areas - Keep combustibles away from heat sources - Don't overload electrical circuits - Store flammable materials properly - Keep fire extinguishers accessible

Fire Extinguishers: - Located throughout facility: [List locations] - Inspected monthly (check tag) - PASS method: Pull pin, Aim at base, Squeeze handle, Sweep side to side - Only fight small fires you're trained and equipped to handle - Evacuate if fire spreads or you're not trained

Machine & Equipment Safety

Operating Equipment: - Only trained, authorized employees may operate equipment - Complete training before operating any machinery - Inspect equipment before each use - Report defects immediately - do not use defective equipment - Never remove safety guards - Wear required PPE - Keep hands, clothing, hair away from moving parts - Lockout/tagout during maintenance or repairs

Lockout/Tagout (LOTO): - Required before servicing equipment with hazardous energy - Only authorized employees perform LOTO - De-energize equipment - Lock energy isolation devices - Tag with name and date - Verify zero energy before work begins - Never remove someone else's lock

Powered Industrial Trucks (Forklifts)

  • Certification required to operate
  • Pre-operation inspection required
  • Obey speed limits
  • Honk at intersections and blind corners
  • No passengers (unless equipment designed for two)
  • Load limits must not be exceeded
  • No use while impaired or distracted
  • Pedestrians have right of way

Injury & Illness Reporting

Immediate Reporting Required

Report ALL injuries and illnesses immediately, no matter how minor: - Cuts, scrapes, bruises - Sprains, strains, pulled muscles - Burns - Chemical exposure - Eye injuries - Repetitive motion pain - Any illness potentially caused by work - Near-miss incidents (incidents that could have caused injury)

Reporting Process

Step 1: Get Medical Attention - For emergencies: Call 911 - For non-emergencies: Go to designated medical provider or first aid station

Step 2: Report to Supervisor - Notify supervisor immediately (within same shift if possible) - If supervisor unavailable: Notify HR or next level manager - After hours: Report next business day

Step 3: Complete Incident Report - Employee completes incident report form - Include: Date, time, location, what happened, witnesses, injury sustained - Submit to: Supervisor and HR

Step 4: Supervisor Investigation - Supervisor investigates incident - Identifies root causes - Implements corrective actions - Documents investigation

Timeline: - Report injury: Immediately - Complete incident report: Within [24 hours] - Supervisor investigation: Within [48 hours]

Why Reporting Matters

  • Ensures you get proper medical treatment
  • Qualifies you for workers' compensation benefits
  • Helps prevent future incidents
  • Required by law (OSHA)
  • Failure to report may jeopardize workers' comp claim

No Retaliation: You will not be disciplined or retaliated against for reporting an injury or safety concern in good faith.

Workers' Compensation

Coverage

Workers' compensation insurance provides: - Medical treatment for work-related injuries/illnesses - Wage replacement if unable to work - Vocational rehabilitation (if needed) - Death benefits (for fatal injuries)

Covered: - Injuries occurring at work or during work-related activities - Occupational illnesses caused by work - Injuries during work travel (beyond normal commute)

Not Covered: - Injuries caused by horseplay or fighting - Self-inflicted injuries - Injuries while under influence of alcohol/drugs - Injuries during criminal activity - Normal commuting (unless on work errand)

Medical Treatment

Authorized Providers: - Seek treatment at designated medical provider: Acme Health Clinic - Address: 123 Main St, Suite 100, Nashville, TN 37203 - Hours: Monday-Friday, 8:00 AM - 5:00 PM - Phone: (555) 123-4567

Emergencies: - Call 911 or go to nearest ER - Notify supervisor as soon as possible - Follow up with designated provider

Medical Bills: - Do not pay medical bills for work injuries - Bills should be sent to workers' comp insurance - Provide workers' comp claim number to medical providers - Do not use personal health insurance for work injuries

Modified Duty / Return to Work

Light Duty: If doctor restricts your regular duties: - Company will try to provide temporary modified duty - Modified duty keeps you working and earning wages - Must comply with all medical restrictions - Return to regular duties when medically cleared

Return to Work: - Doctor's release required before returning from injury - Release must specify: Full duty or restricted duty with limitations - Provide release to supervisor and HR

Emergency Procedures

Emergency Contacts

Internal: - Main Office: (555) 123-4567 - Security: (555) 123-4567 - Facilities: (555) 123-4567 - First Aid Team: [NAMES/EXTENSION]

External: - Emergency (Police/Fire/Ambulance): 911 - Poison Control: 1-800-222-1222 - Non-emergency police: (555) 123-4567

Fire Emergency

If You Discover Fire: 1. Pull fire alarm 2. Call 911 (if safe to do so) 3. Fight fire only if: - Very small and contained - You're trained on extinguisher use - You have escape route behind you 4. Evacuate if fire is large or spreading

Fire Alarm Sounds: 1. Stop work immediately 2. Leave all belongings 3. Walk quickly to nearest exit (don't run) 4. Use stairs, never elevators 5. Assist those needing help 6. Assemble at designated assembly point: Main Lobby Assembly Area 7. Department heads/supervisors account for employees 8. Do not re-enter building until Fire Department gives all-clear

Assembly Points: - Building A: Main Lobby Assembly Area - Building B: Main Lobby Assembly Area - [List all assembly points]

Medical Emergency

Serious Injury or Illness: 1. Call 911 immediately 2. Do not move injured person unless in immediate danger 3. Notify supervisor and HR 4. Provide first aid if trained (see First Aid Responders list) 5. Meet emergency responders and direct to victim 6. Clear area for responders

First Aid: - First aid kits located: Main lobby, break rooms on each floor, and reception areas - AED (defibrillator) located: Main lobby, break rooms on each floor, and reception areas - Trained first aid responders: Sarah Johnson (HR), Mike Chen (IT), Lisa Williams (Facilities)

Bloodborne Pathogens: - Wear gloves when assisting with bleeding - Dispose of contaminated materials in biohazard container - Wash hands thoroughly after providing aid - Report exposure to blood/bodily fluids to supervisor and seek medical attention

Severe Weather

Tornado Warning: 1. Proceed immediately to designated shelter area: Main Lobby Assembly Area 2. Stay away from windows 3. Crouch low, protect head and neck 4. Remain in shelter until all-clear given

Severe Thunderstorm: - Move away from windows - Avoid using wired phones or electronics - Do not go outside

Winter Storm: - Company will notify if facility is closing - Check company email and Slack for updates - Do not come to work if travel is unsafe

Active Threat / Workplace Violence

RUN - HIDE - FIGHT

RUN (Escape if possible): - Leave belongings behind - Help others escape if safe - Call 911 when safe

HIDE (If can't escape): - Hide in room, lock doors - Barricade door with furniture - Turn off lights, silence phones - Hide behind large objects - Remain quiet

FIGHT (Last resort only): - Act with physical aggression - Improvise weapons (scissors, fire extinguisher, etc.) - Commit to your actions

When Police Arrive: - Hands visible and empty - Follow all commands - Do not approach officers - Provide information about threat location

Evacuation

Full Building Evacuation: - Alarm will sound - Follow evacuation routes posted throughout facility - Use stairs, not elevators - Assist those needing help - Assemble at designated assembly point - Report to supervisor for head count - Wait for all-clear before re-entering

Evacuation Routes: - Posted throughout facility (review routes for your area) - Primary and secondary exits marked - Exit signs illuminated

Safety Training

Required Safety Training

All Employees: - New hire safety orientation - Emergency procedures - Hazard communication (if working with chemicals) - Fire safety and evacuation - Workplace violence prevention - Ergonomics - Bloodborne pathogens (if potential exposure)

Role-Specific Training: - Forklift operation (certification) - Lockout/tagout procedures - Personal protective equipment (PPE) - Machinery operation - Confined space entry - Fall protection - Respiratory protection (fit-testing required)

Frequency: - Initial: Upon hire or before working with hazard - Refresher: Annually or as required by regulation - Retraining: When procedures change or after incident

Documentation

  • Training records maintained by HR/Safety Officer
  • Employees sign training attendance sheets
  • Certificates issued for completion
  • Records retained per OSHA requirements

Workplace Inspections & Audits

Regular Inspections

Frequency: - Daily: Supervisor walk-throughs - Weekly: Department safety inspections - Monthly: Facility-wide safety audit - Annually: Comprehensive safety program review

What is Inspected: - Walking surfaces and housekeeping - Fire extinguishers and exits - Emergency lighting and alarms - Electrical equipment and panels - Machinery guards and condition - PPE availability and condition - Chemical storage and labeling - First aid kits - Safety signage

Corrective Actions: - Hazards identified during inspections - Prioritized by severity - Assigned to responsible party - Tracked until completion

Incident Investigation

Purpose

Investigate incidents to: - Determine root causes - Prevent recurrence - Identify system weaknesses - Comply with regulatory requirements

Investigation Process

Who Investigates: - Supervisor of affected area - Safety Officer - HR representative (for serious incidents) - Employee representative (if requested)

Investigation Steps: 1. Secure scene (if safe) 2. Interview injured employee 3. Interview witnesses 4. Photograph scene 5. Review procedures and training 6. Identify root causes 7. Develop corrective actions 8. Document findings 9. Implement corrective actions 10. Follow up to verify effectiveness

Root Cause Analysis: Look beyond immediate cause to underlying factors: - Equipment factors - Environmental factors - Human factors - Organizational factors

Safety Committee

Purpose

The Safety Committee: - Reviews safety performance - Identifies hazards and recommends solutions - Reviews incidents and near-misses - Promotes safety culture - Conducts facility inspections

Composition

  • Safety Officer (chair)
  • Management representatives
  • Employee representatives from each department
  • HR representative

Meetings

  • Frequency: [Monthly/Quarterly]
  • Minutes documented and posted
  • Recommendations tracked and implemented

Employee Participation

  • Employees encouraged to bring safety concerns to committee
  • Suggestion box: Main Lobby Assembly Area
  • Email: safety@acmecorp.com

Compliance & Recordkeeping

OSHA Compliance

OSHA 300 Log: - Records all work-related injuries and illnesses - Posted annually (February 1 - April 30) - Maintained for 5 years

OSHA Recordable Injuries: - Medical treatment beyond first aid - Days away from work - Restricted duty - Loss of consciousness - Significant injury/illness

OSHA Reporting Requirements: - Fatality: Report within 8 hours - Amputation, eye loss, hospitalization: Report within 24 hours - Report to: 1-800-321-OSHA

Employee Rights Under OSHA

Employees have the right to: - Safe and healthful workplace - File confidential OSHA complaint - Receive training in language they understand - Review injury and illness records - Receive copies of medical records - Accompany OSHA inspector - Protection from retaliation for exercising safety rights

OSHA Poster: - Posted at: Main Lobby Assembly Area - Lists employee rights and employer responsibilities

Drug-Free Workplace

See separate Drug-Free Workplace Policy for details.

Key Points: - No drugs or alcohol on company property or during work hours - No reporting to work under the influence - Testing: Pre-employment, post-accident, reasonable suspicion, random (for safety-sensitive positions) - Violations subject to discipline up to termination

Questions & Reporting

Safety Questions or Concerns

Contact: - Your supervisor - Safety Officer: John Smith - hr@acmecorp.com - (555) 123-4567 - HR Department: hr@acmecorp.com - (555) 123-4567 - Anonymous hotline: (555) 123-4567

OSHA Complaints

File confidential complaint with OSHA: - Online: www.osha.gov - Phone: 1-800-321-OSHA (6742)

No retaliation for filing OSHA complaints.

Revision History

Version Date Author Description
1.0 2025-01-09 HR Team / Safety Officer Initial draft policy

Policy Owner: HR Team / Safety Officer Contact: hr@acmecorp.com / safety@acmecorp.com