12.01.09 NIST SOS Requirements and Implementation
Appendix A - Awards for Superior Accomplishments
in Safety and Health
12.01.01
PURPOSE
a. This subchapter (1) describes the NIST Safety Operational
System (SOS), including major changes approved in November 2005; (2) states
the NIST SOS policy; (3) defines the responsibilities of the various groups
and individuals involved; and (4) outlines NIST SOS requirements and implementation.
The NIST SOS implements the Occupational Safety and Health Management System
(OSHMS) Program.
b. The NIST Laboratory Safety Manual, the NIST Office Safety Manual,
and the NIST Health and Safety Instructions (HSIs) are incorporated by
reference.
12.01.02
SCOPE
The provisions of this subchapter apply to all NIST activities and
operations at Gaithersburg, MD and Boulder, CO locations and other permanent
NIST locations (see 12.01.04d).
NIST staff on official business away from NIST permanent sites must observe NIST safety policies and procedures to the extent practical and possible for the assignment.
NOTES:
a. NIST staff visiting or working at non-NIST sites should also
observe the safety policies and procedures of the host organization, unless
there is a significant conflict with NIST safety policies and practices
or a significant conflict with reasonable safety policies and practices.
b. If necessary, NIST staff at non-NIST sites should request accommodations to ensure that NIST safety policies and practices are followed. For example, if the host organization does not provide appropriate personal protective equipment (PPE), the NIST staff is responsible for requesting that equipment – and if the host organization cannot or will not provide the required equipment or eliminate the safety hazard, the NIST representative should remove himself/herself from the hazardous area and decline to participate in any unsafe activities.
c. NIST staff at non-NIST sites who experience injuries or near misses should follow the reporting and response procedures of the host organization. In addition, the NIST staff must report the incident to his or her NIST supervisor as described in Section 12.02 as soon as possible, commensurate with the location away from NIST and possible difficulties in communicating back to the supervisor.
d. NIST staff who recognize significant safety hazards at non-NIST
locations should report these hazards to their supervisor upon return to
NIST. The supervisor should determine if the hazards are sufficiently
significant to take NIST action, such as requesting that the hosting organization
mitigate the hazards as a condition for future NIST participation in activities
at the off-site location, or declining future NIST participation at the
hazardous off-site location, or other appropriate action.
12.01.03
POLICY
The safety of everyone who works at or visits NIST is a top priority.
The NIST goal is zero lost-time incidents/accidents in a culture of sustained
performance excellence. Central to achieving this goal is ownership
of safety by NIST management and staff to make NIST a safe and healthful
workplace and create a culture of safety for all. To support this
priority, it is NIST policy to establish, coordinate, and maintain a comprehensive
and effective NIST SOS consistent with the standards prescribed by Section
19 of the Occupational Safety and Health Act of 1970, ANSI-Z10 Occupational
Health and Safety Management System, and other applicable regulations (see
12.01.05).
12.01.04
DEFINITIONS
a. DASHO – The Department of Commerce (DoC) Designated
Agency Safety and Health Official; the individual at the Assistant Secretary
level who is responsible for the administration of the DoC Occupational
Safety and Health (OSH) Program.
b. Accident - Any unplanned or unexpected event that results in personal injury, death, occupational illness, or damage or loss of equipment or property.
c. Illness (occupational) - Any abnormal condition or disorder
of the body, other than one resulting from
an injury, caused by exposure to conditions associated with the occupational
environment.
d. Injury - Traumatic bodily harm, such as a cut, fracture, burn or poisoning, caused by a single or one-day exposure to an external force, toxic substance or physical agent.
e. Non-Vehicle Property Damage Accident - Any accident, other than motor vehicle, which involves Federal property or relates to Federal operations anywhere; and which results in significant property damage. Accidents involving special purpose vehicles used primarily off public highways, and properly parked motor vehicles, are recordable as special purpose vehicle property damage accidents.
f. Near Miss - Any unplanned or unexpected event that narrowly escapes being an incident/accident.
g. Employees and Associates -
(1) Employee - A full-time or part-time employee of NIST or DoC; and
(2) Associate - Individual who works at, or on behalf of, NIST but is not employed by NIST or DoC. This includes guest researchers, students, contractors, etc.
h. Official Business - Performance of work-related activities at an employee’s workplace, alternate workplace, and on travel.
i. Serious Accident - An accident that results in loss of life, injury to three or more persons, hospitalization, emergency room treatment, or loss of consciousness.
j. Office of Safety, Health, and Environment (OSHE) - The NIST Boulder office which provides technical resources for occupational safety, fire, radiation, facility safety, and environmental matters.
k. Safety, Health, and Environment Division (SHED) - The NIST Gaithersburg division which provides technical resources for occupational safety, radiation, facility safety, and environmental matters.
l. Occupational Safety and Health Manager (OSHM) - The Chief of SHED. (Note: In Boulder, the OSHM is represented by the Manager of OSHE.)
m. Safety Office - The Group with that name within SHED. (Note: In Boulder, the functions of the Safety Office are performed by OSHE.)
n. Safety Staff - OSH specialists who are staff members
of the Safety Office or OSHE.
12.01.05
REFERENCES
a. Public Law (P.L.) 91-596, (Williams-Steiger) Occupational
Safety and Health Act of 1970
b. Executive Order (E.O.) 12196, Occupational Safety and Health Programs for Federal Employees
c. 29 Code of Federal Regulations (C.F.R.) Part 1910, Occupational Safety and Health Standards
d. 29 C.F.R. Part 1926, Safety and Health Regulations for Construction
e. 29 C.F.R. Part 1960, Basic Program Elements for Federal Employee Occupational Safety and Health Programs and Related Matters
f. ANSI Z10, Occupational Safety and Health Management System
g. DoC Department Administrative Order (DAO) 209-4, Occupational
Safety and Health Program
12.01.06
SAFETY PRINCIPLES
NIST considers safety to be an essential aspect of efficient management
and work processes and a demonstration of its commitment to its employees.
Effective OSHMS programs result from a cooperative effort of all levels
of management, employees, and associates committed to the precept that
worker safety is an important part of daily operations. Every manager,
employee, and associate in the organization has the responsibility for
systematically identifying risks, hazards, or unsafe situations or practices
and for taking steps to ensure adequate safety. Emphasis is placed
on knowledge, elimination, and control of hazards. Implementation
of effective OSHMS programs relies on recognition and adoption of the following
principles by management, employees, and associates:
a. Incidents/Accidents can be prevented;
b. Line management is responsible for the safe conduct of operations. Management systems can be designed to avoid unsafe acts, unsafe conditions, and incidents/accidents. Unsafe acts, unsafe conditions, and incidents/accidents are a symptom of the need for management to improve operations. Individuals are, however, responsible for their own safe behavior;
c. Management should establish achievable goals for safety, and plan and implement actions to achieve the goals;
d. The keys to effective line safety performance are management procedures that create a culture of safety, while defining and expecting accountability for results and minimizing hazards. Safe behavior and actions are expected and should be recognized, while unsafe behavior is discouraged and must be promptly corrected; and
e. The function of safety staff (see 12.01.04f(5)) is not to stop
incidents/accidents directly but, rather, to locate and define operational
deficiencies that allow incidents/accidents to occur, to provide responsible
line managers/supervisors, employees, and associates with safety management
advice and counsel to improve and control operational safety, and to provide
expertise in technical aspects of the safety field.
12.01.07
NIST SOS GOALS
The NIST SOS is designed to:
a. Prevent occupational accidents and thereby avoid the loss of life, injury to personnel, lost workdays, and damage to or loss of property;
b. Create a culture of safety for all NIST employees, associates, and visitors through safety communications and training that meet specifically identified needs;
c. Ensure that an organized and systematic approach is used to identify, evaluate, and correct safety and health hazards;
d. Ensure that all policies and procedures are current and readily available to all employees and associates;
e. Ensure that OSH is an integral part of efficient management and that OSH is given full consideration in the planning, development, and operation of every program and activity;
f. Ensure that NIST conducts periodic safety inspections and audits, corrects unsafe conditions and minimizes hazards promptly, conducts root cause analysis of incidents/accidents and near misses, and directs necessary funding to improve the safety of the NIST work environment;
g. Ensure that safety is a visible part of all activities at NIST, including the expectation that all incidents/accidents and unsafe conditions will be reported to appropriate officials; that NIST management will communicate all incidents/ accidents, near misses, and root cause analyses to everyone at NIST; and that NIST web space will provide one easily found link to a safety homepage from which all data, policy statements, regulations, hazard reporting forms, and other safety information can easily be found;
h. Ensure that NIST examines and implements best practices in industry and government to improve its existing policies and procedures; and
i. Ensure that plans, methods, and procedures, related to establishing
and meeting NIST SOS requirements, are periodically reviewed and evaluated
and that desired objectives are effectively achieved.
12.01.08
RESPONSIBILITIES
The individuals or groups listed below have assigned responsibilities
for safety management and also have the authority to provide, and are accountable
for providing, safe and healthful working conditions for NIST employees
and associates on assignment to NIST. Failure of any NIST employee
to comply with safety requirements may lead to disciplinary action. Failure
of any NIST associate to comply with safety requirements may lead to modification
or termination of the guest researcher agreement.
a. The NIST Director has oversight responsibility for ensuring full implementation of the NIST SOS. The Director will:
(1) Oversee the NIST Chief Safety Officer (CSO), who provides the NIST Leadership Board (NLB) with safety-related information, advice, and policy options. The Deputy Director of NIST serves as the NIST CSO;
(2) Ensure that performance agreements of Operating Unit (OU) Directors and Chief Officers contain "safety performance" as a major activity under a critical performance element and that such performance is critically evaluated during the annual performance appraisal process.
b. The NIST Chief Safety Officer (CSO) has the overall responsibility/accountability for safety at NIST. The NIST CSO has management oversight responsibility to ensure that the NIST SOS functions effectively and meets the needs of NIST management. The NIST CSO will:
(1) Brief the NLB on safety issues warranting NLB attention;
(2) Periodically review with the Occupational Safety and Health Manager (see 12.01.04j), NIST incident/accident rates and any major safety issues;
(3) At least annually, review the NIST SOS with the Operations Board (OBd), the Occupational Safety and Health Manager, and the NLB, for adequacy of program requirements and implementation. The review also involves: an information exchange to reflect status of OU/Chief Office incident/accident rates; implementation of line self-inspection and safety awareness meeting requirements; reviewing results of safety staff audits and line safety inspections (to include discussions of promptness of corrective actions); reviewing the effectiveness of OU/Chief Office safety committees, training programs, the safety awards program (see Appendix A), etc.
(4) Ensure that a system of rewards and consequences is functional within the NIST SOS. This includes, but is not limited to, periodic review of the NIST safety awards program (see Appendix A) and other administrative systems designed to give employees recognition for outstanding safety contributions NIST-wide;
(5) In conjunction with the OBd (using the Occupational Safety and Health Manager as an advisor), formulate or revise NIST policy regarding implementation of the NIST SOS as necessary and inform the NIST Director of actions taken, problem areas, and recommended courses of action; and
(6) Ensure that NIST strategic plans provide adequate attention to NIST safety and oversee Safety, Capacity, Maintenance, and Major Repair (SCMMR) funding allocations.
c. The Operations Board (OBd) is responsible for the operational aspects of safety, both receiving directives and making recommendations to the NIST CSO. In issues and matters of safety, the OBd:
(1) Reports to the NIST CSO;
(2) Formulates and recommends policy;
(3) Develops the NIST-level annual Safety Plan with metrics;
(4) Reviews safety performance at NIST, recommends/implements corrective actions, reviews metrics;
(5) Arranges for periodic external programmatic review of safety policy and practices at NIST;
(6) Recommends and reviews safety training; and
(7) Oversees the Safety Operational Committee (SOC).
d. The SOC reports to and is responsive to the OBd on all matters regarding safety. The SOC is:
(1) Composed of one Division or Office Safety Representative (DSR/OSR) from each OU/Chief Office in Gaithersburg and one DSR/OSR from each OU/Chief Office in Boulder;
(2) Co-chaired by a member of the OBd and a DSR/OSR elected by the SOC (2-year terms);
(3) Served by Ex-officio members, including the chiefs of SHED, OSHE, Plant, and Emergency Services; and
(4) Convened monthly or as required by the OBd.
e. The Occupational Safety and Health Manager serves as an advisor to the NIST CSO and the OBd on OSH issues and has staff responsibility for the development and administration of the overall NIST SOS. Specifically, the Occupational Safety and Health Manager is responsible for:
(1) Identification and appraisal of accident- and loss-producing conditions and practices, and evaluation of incident/accident rates;
(2) Shutdown of laboratory or other operations deemed to be imminently hazardous or which have not been upgraded to an acceptable level within a reasonable period;
(3) Development of incident/accident-prevention and loss-control plans, methods, procedures, and programs;
(4) Communication of incident/accident- and loss-control information to those directly involved;
(5) Measurement and evaluation of the effectiveness of the incident/accident- and loss-control system and recommendation of modifications needed to achieve optimum results;
(6) Provision of safety management advice and consulting services to OU/Chief Office managers;
(7) Safety audits to verify thoroughness of line safety and health inspections;
(8) Maintenance of a database of audits and inspections, for analyzing safety infraction trends and verification of correction of infractions identified;
(9) Meeting periodically with the NIST CSO and OBd to review NIST incident/accident rates and any major safety issues; and
(10) Representing NIST at the DoC Safety Council.
f. OU Directors and Chief Officers are responsible for ensuring full implementation of the NIST SOS requirements within their respective OUs/Chief Offices. In this regard, the responsibilities of the OU Directors and Chief Officers are to:
(1) Establish an OU/Chief Office directive outlining specifics regarding requirements and responsibilities for safety and health within the OU/Chief Office;
(2) Provide executive direction and necessary resources in support of those actions initiated by OU/Chief Office staff in the discharge of their safety and health responsibilities;
(3) Establish OU/Chief Office safety committees deemed necessary to meet OU/Chief Office safety and health program needs. [Note: Hazards Review Committees (HRCs) must be established in those OUs/Chief Offices in which planned experiments and laboratory projects or other activities are deemed sufficiently hazardous to warrant review outside of divisions (refer to Section III of NIST Laboratory Safety Manual).];
(4) Ensure that subordinate level managers have adequate safety training and that their safety responsibilities have been delineated;
(5) Ensure that performance agreements of subordinate level managers and supervisors include "safety performance" as a major activity under a critical performance element and that such performance is critically evaluated during the annual performance appraisal process;
(6) Review with OU/Chief Office management staff, at least annually, the status of OU/Chief Office safety efforts, training activities, and results;
(7) Be responsible for ensuring that budgets and strategic plans provide adequate resources for safety;
(8) Assume final responsibility for correction of safety infractions identified in audits or inspections;
(9) Ensure that a communications mechanism is developed and implemented, so that serious incidents/accidents are reported immediately to the NLB (including the NIST Director and NIST CSO) and Occupational Safety and Health Manager;
(10) On a per-case basis, review with the responsible OU/Chief Office line management officials (OU Deputy Director, division or office chiefs, etc.) and the Occupational Safety and Health Manager, all serious occupational incidents/accidents within the OU/Chief Office, to ensure that adequate management attention has been focused on determining causes and in promptly implementing positive corrective actions, including actions related to the incident as well as more generally (e.g., any necessary revisions to OU/Chief Office safety policies, procedures, or plans);
(11) Complete and distribute the results of the incident investigation to the NLB within 5 working days of the incident unless key aspects of the investigation are still ongoing, in which case as soon as possible thereafter; and
(12) Review the incident and results of the incident investigation with the NLB at the next available NLB meeting.
g. Division and Office Chiefs are considered to be the central point for providing active and aggressive leadership to ensure implementation of effective safety measures within the divisions and offices. In this regard the chiefs will ensure that:
(1) All division and office personnel are adequately instructed and informed regarding OSH issues pertinent to their specific assignments;
(2) Line safety inspections are conducted at the frequency required
(see 12.01.09d (1)(a)) to ensure safety review of division and office unit
operations, space,
equipment, and materials;
(3) Staff safety awareness meetings are held at the frequency required (see 12.01.09f(6)) within the various units comprising the division and office;
(4) Prompt corrective action is initiated on all reported and observed unsafe and unhealthy working conditions;
(5) All proposed projects requiring safety review are coordinated with the appropriate HRC and/or safety staff as early in the planning stages as possible but, in any event, prior to procurement actions, equipment installations, or commencement of operations;
(6) All incidents/accidents occurring within the division or office are promptly investigated and reported in accordance with prescribed procedures (see Subchapter 12.02); and
(7) "Safety performance" is included as a major activity in a critical performance element in performance plans for all division and office employees, including safety-related training appropriate to tasks performed and/or as required by NIST SOS plans, methods, and procedures.
h. Line Supervisors are responsible for day-to-day implementations of an aggressive safety and health effort. Within their area of responsibility, line supervisors must:
(1) Be familiar with hazard potentials involved in the actual tasks or physical surroundings of employees and associates under their supervision;
(2) Become knowledgeable of and implement OSH requirements applicable to operations and equipment under their jurisdiction;
(3) Promptly communicate to newly assigned appointees, using as a guide Form NIST-1197, Occupational Health and Safety Orientation Checklist, all of the pertinent safety and health requirements related to the appointees' assignments;
(4) Complete for departing employees the Form NIST-598, Separation Clearance Certificate, Section 4, Hazardous Materials Clearance, and for departing associates, process Form NIST-1251, Hazardous Materials Clearance for Non-employees;
(5) Routinely inform employees and associates regarding safety and health requirements;
(6) Assure that all employees and associates are made aware of all changes in safety and health requirements;
(7) Assure that all employees and associates receive safety-related training appropriate to tasks performed within their areas of responsibility and/or as required by NIST SOS plans, methods, and procedures;
(8) Determine, provide, and continuously enforce the use of required safety devices and personal protective clothing and equipment appropriate to tasks performed within their areas of responsibility in accordance with NIST safety policies and procedures;
(9) Conduct workplace safety inspections, utilizing Form NIST-773, Line Unit Safety Inspection Report, or equivalent, of all unit operations and promptly correct observed hazardous work practices and conditions;
(10) Conduct safety awareness meetings with all unit employees and associates, for the purpose of discussing results of unit safety inspections, incident/accident rates/reports/investigations information, and pertinent unit safety and health concerns, to include implementation of applicable provisions of NIST HSIs and the NIST Laboratory Safety Manual;
(11) Ensure that all occupational injuries and illnesses sustained by unit employees are promptly treated at the appropriate medical facility;
(12) Ensure immediate investigation and reporting of all occupational injuries or illnesses in accordance with applicable requirements (see Subchapter 12.02);
(13) Initiate disciplinary action, as appropriate, whenever unit employees willfully violate standard safety procedures or disregard requirements (refer to DAO 202-751, Discipline, Appendix A, Items 20 and 21, Table of Offenses and Penalties); and
(14) Critically evaluate the safety performance of unit employees during the annual performance appraisal process.
i. Employees and associates are responsible for complying with SOS requirements. Employees and associates must:
(1) Perform their duties in the safest manner practicable, with due regard for the safety of themselves and others;
(2) Participate in safety-related training appropriate to tasks performed and/or as required by NIST management or NIST SOS plans, methods, and procedures;
(3) Use safety devices and personal protective clothing and equipment
appropriate to the job and as required by relevant NIST PPE policies and
HSIs (includes
wearing seat belts while operating government motor vehicles);
(4) Report immediately to their supervisor or their supervisor’s designated representative all workplace hazards or other workplace safety and health problems;
(5) Report immediately to their supervisor or their supervisor’s designated representative all occupational injuries and/or illnesses; and
(6) Have all occupational injuries and illnesses promptly treated at an appropriate medical facility and initiate Form CA-1, Federal Employee's Notice of Traumatic Injury and Claim for Continuation of Pay/Compensation, or Form CA-2, Federal Employee's Notice of Occupational Disease and Claim for Compensation, as applicable, as well as any other Compensation Act (CA) forms that may be required due to the nature and extent of injury or illness.
j. Collateral Duty Safety Assignments
(1) OU/Chief Office Safety Coordinators:
Each OU Director and Chief Officer designates an OU/Chief Office staff member to serve as the OU/Chief Office safety coordinator to coordinate all NIST SOS activities within the OU/Chief Office. OU Directors and Chief Officers are to inform the Occupational Safety and Health Manager by memorandum of the designated OU/Chief Office safety coordinator, including the coordinator’s name, office location (building and room), email address, and telephone extension.
(2) Division and Office Safety Representatives (DSRs/OSRs):
(a) A division or office chief may choose another individual to act on behalf of the chief in administering and coordinating safety and health issues within the division or office. Such individuals are known as division or office safety representatives (DSRs/OSRs).
(b) Since line management is responsible for the safe conduct of operations, division and office chiefs who choose to assign DSRs/OSRs are reminded that division and office chiefs are ultimately accountable for the safety and health of their employees. Therefore, they should assign as DSRs/OSRs only individuals capable of effectively assisting them to meet this responsibility. A range of authority may be granted to a DSR/OSR, but ultimate authority and responsibility for safety and health concerns within the division or office lies with the division or office chief.
(c) Assigned DSRs/OSRs are expected to assist their respective division or office chiefs to accomplish applicable items listed under responsibilities (see 12.01.08) and to assist in ensuring the implementation (see 12.01.09) of NIST's SOS, within their respective divisions and offices.
(d) Division and office chiefs are to keep the Occupational Safety and
Health Manager informed by memorandum of the name, building and room location,
email address, and telephone extension of assigned DSRs/OSRs and any changes
in assignments.
12.01.09
NIST SOS REQUIREMENTS AND IMPLEMENTATION
a. NIST SOS Oversight/Management Leadership
Management officials at all levels are to actively and positively participate in the OSH matters pertinent to their operations. The following must be implemented to ensure integration of safety and health concerns at all levels:
(1) Communication of OSH requirements (through written memoranda, discussions at management staff meetings, scheduled unit safety awareness meetings, etc.);
(2) The provision of adequate safety training and instruction for subordinate supervisors, employees, and associates (through scheduling of key personnel to attend safety and health training classes);
(3) Consideration of hazard control measures in program planning and development, facility construction or modification thereto, procurement, etc., (through establishment of hazard or safety review committees and coordination with safety staff);
(4) The conducting of periodic (quarterly, for laboratories and high hazard areas, or annually, for administrative and other areas, as applicable) workplace safety inspections and self-appraisal of unit safety performance (see 12.01.09d(1)(a));
(5) The conducting of periodic (quarterly or annually, as applicable) safety awareness meetings with all assigned unit personnel (see 12.01.09f(6));
(6) Consistent enforcement of OSH requirements (with full consideration of disciplinary action as appropriate); and
(7) Evaluation of subordinate supervisors' and employees' safety performance, to include recognition of safety accomplishments and progress as well as implementation of disciplinary measures where circumstances dictate (see 12.01.09i).
b. Safety Planning, Program Coordination, Project Approval
(1) A prerequisite for an effective OSH program is planning and coordination, to ensure review and approval of activities that are of substantive importance in a safety and health sense. Accordingly, division and office chiefs must seek approval for planning changes to physical layout of assigned space, acquisition and use of materials/equipment that may present hazard potentials, or undertaking operations presenting unique characteristics of a hazardous nature. Coordination with the unit's OU Hazards Review Committee (HRC), for those units that have an OU HRC, and/or the Occupational Safety and Health Manager must be sought, to ensure identification of hazard potentials and the provisions of adequate safeguards. Such coordination should be accomplished as early in the planning stage as possible and prior to construction, installation, or procurement actions. The Occupational Safety and Health Manager provides health- and safety-staff specialist support to OU HRCs.
(2) Proposed engineering and research projects involving high potential hazards are to be referred by division and office chiefs to the unit's OU HRC for review and approval. Typical projects requiring such approval are those involving:
(a) High energy sources (chemical, electrical, mechanical, and/or physical) such as: highly reactive, explosive, and flammable materials; high-potential electrical and electronic systems and equipment; and high-pressure and vacuum systems; etc.;
(b) Highly toxic or corrosive materials;
(c) Carcinogenic or biohazardous materials; and
(d) Radioactive materials. [Note: For projects involving the use of radioactive materials (RAM) under the purview of the NIST Research Reactor License (TR-5), the required project review and approval will be conducted by the Reactor Safety Evaluation Committee. All projects involving RAM are subject to the mandatory controls for acquisition, use, relocation, and disposal administered by the Health Physics Group (see Subchapter 12.03)].
(3) Facilities construction or modification projects must be referred to the Plant Division (in Boulder, the Engineering, Maintenance, and Support Services Division (EMSS)) by initiating division or office chiefs. Plant Division (EMSS, in Boulder) submits engineering drawings, pertaining to the design and layout of structures, equipment, and utilities to be installed or modified, to the Safety Office and the Fire Protection Group (OSHE, in Boulder) for review and approval. Typical projects requiring such approval are:
(a) Site plans for structures, roadways, and walkways;
(b) Building floor plans, to include location of walls, partitions, doorways, equipment layout, utilities, etc.;
(c) Installation of: fire detection, alarm, and protection systems; distribution piping systems for hazardous materials; ventilation systems; permanently installed lifting devices (monorail hoists, overhead cranes, elevators, etc.); electrical systems and equipment in National Electrical Code (NEC) classified hazardous areas; and permanently installed pressure vessels (fired and unfired) and associated piping systems;
(d) Storage areas or facilities for hazardous materials (explosives, flammable liquids, compressed gases, cryogens, toxic or corrosive chemicals, etc.) and for large quantities of combustible goods (paper, wood, textiles, plastics, etc.); and
(e) Permanently installed elevated or depressed work areas and means of access to these areas (e.g., platforms, runways, pits, etc.).
(4) Except for specific tasks covered by existing written safety procedures, at least one week before scheduling such work, the Plant Division (EMSS, in Boulder) must submit to the Safety Office, for review and safety recommendations, those work orders, plans, etc., to accomplish the following:
(a) Repair or modification involving disassembly or assembly of existing "house" vacuum lines, laboratory exhaust systems or ductwork, laboratory waste drain systems, or other piping systems designed or used for the transport of hazardous materials; and
(b) Non-routine or infrequent maintenance and repair projects that may involve high potential hazards.
c. Hazards Assessment
(1) Division and Office chiefs are responsible for:
(a) Conducting quarterly reviews of division and office operations, for the purpose of hazards assessment of all projects or activities performed, and certifying in writing to the OU Deputy Director that: (i) no serious hazards exist; (ii) that specific serious hazards exist but stated protective measures have been implemented; or (iii) that serious hazard potentials exist for which specified corrective action is necessary; and
(b) Developing and maintaining a strategic safety plan to address hazards identified in (a) above and to ensure that both long-term and short-term safety requirements are included in equipment, facilities, and budget requests. (Note: Informational copies of such plans are to be forwarded to the Occupational Safety and Health Manager after applicable OU Deputy Director approval.).
(2) As a matter of daily activity, it is the responsibility of units within SHED and the OSHE in Boulder, to spot-check work areas or check specific potential hazards reported by others and to recommend to responsible program managers corrective actions designed to eliminate, minimize, or control specifically identified hazards. Communication of such information may be oral initially but must be followed up in writing by, as applicable: memorandum; Form NIST-899, Safety Investigation Report; Form NIST-941, Safety Recommendation; Form NIST-593, Fire Prevention Inspection Report; etc.
d. Safety Monitoring (Inspections and Audits)
The primary objective of any safety inspection/audit is to identify and evaluate hazardous conditions and practices and to initiate prompt corrective action. Well-planned safety inspection/audit procedures systematically and regularly implemented are an effective means of discovering hazardous conditions and practices. Therefore, in addition to the regularly scheduled safety inspections of specific types of equipment (e.g., elevators, cranes and hoists, motor vehicles, fire protection equipment, fired and unfired pressure vessels, etc.) and special inspections of newly acquired equipment by trained specialists, the following safety inspections must be conducted within divisions and offices in accordance with the requirements indicated:
(1) Line Safety Inspections
(a) Line supervisors must:
(i) Not less than quarterly in all non-administrative units (typically includes laboratory activities; warehousing; and trades, craft, maintenance, labor, protection, and transportation services; etc.) and not less than annually in all administrative units, conduct or arrange to have conducted by designated members of their staff, thorough workplace inspections of operations (to include work practices as well as workplace conditions), equipment, and facilities under their control with regard to OSH. (At least once per year, the inspection team will include the Division Chief and the OU Director or Deputy Director); and
(ii) Forward to the applicable division or office chief (by the first of January, April, July, and October of each year for quarterly inspections; by December 10th of each year for annual inspections) a written safety inspection report (Form NIST-773, Line Unit Safety Inspection Report, or equivalent) for the preceding quarter or year, as applicable.
(b) The division or office chief prepares a composite report (utilizing Form NIST-773, Line Unit Safety Inspection Report, or equivalent), which includes a summary of all unit-level reports forwarded to them, and submits it to the Occupational Safety and Health Manager by the 15th of January, April, July, and October of each year for quarterly inspections and by December 31st of each year for annual inspections.
(c) The Occupational Safety and Health Manager:
(i) Ensures review of line safety inspection reports and a follow-up with applicable persons where necessary; and
(ii) Maintains line safety inspection reports on file, for use in annual evaluation of unit safety performance.
(2) Workplace Safety Audits
(a) SHED or OSHE staff must:
(i) Conduct, at least annually, a formal safety audit of each NIST unit, for the purpose of determining compliance with OSH standards and other applicable consensus safety and health standards, and to otherwise evaluate overall unit safety performance;
(ii) Furnish division and office chiefs with a written report of pertinent findings and recommendations resulting from each staff safety audit (Form NIST-1079, Safety Survey Report, is used and transmitted via transmittal memorandum.); and
(iii) Whenever division or office chiefs do not report the initiation of satisfactory corrective action within 15 workdays of the report of deficiency, or whenever in the judgment of the Occupational Safety and Health Manager the deficiency is determined to be an imminent hazard to personnel, facilities, or the environment, copies of safety and health violations noted will be routed to the applicable OU Director for resolution. Unresolved imminent hazards and significant safety issues at the OU level will be brought to the attention of the NIST CSO by the Occupational Safety and Health Manager.
(b) Division and Office Chiefs must:
(i) Establish administrative procedures for the prompt correction of conditions and practices that are in noncompliance with OSH standards and recommended procedures;
(ii) Participate in an annual safety inspection of all space assigned to the Division or Office;
(iii) Ensure implementation of remedial hazard control measures where lack of funds necessitates delay in standards compliance and thereafter ensure that budget requests include funding for compliance with OSH standards; and
(iv) Within 15 workdays of the receipt of a Safety Survey Report identifying an unsafe condition, furnish the Occupational Safety and Health Manager a written reply to the Safety Survey Report. Replies are to include specific information regarding what has been done or what is anticipated to correct the conditions and practices cited. In cases of anticipated corrections, target dates and circumstances for completion are to be fully described. Replies to Safety Survey Reports are to be signed by division or office chiefs or their designated alternates.
e. Reporting Unsafe and Unhealthful Working Conditions
Timely detection of unsafe and unhealthful working conditions and prompt correction of hazards are essential elements of the NIST SOS. NIST employees are encouraged to orally report OSH problems to their immediate supervisor who will promptly investigate the situation and remediate the problem. Employees who do report these problems are protected from any discrimination, restraint, interference, coercion, or reprisal, by the Occupational Safety and Health Act of 1970 and other applicable regulations (see 12.01.05). NIST employees and associates must adhere to the following procedures regarding reports of unsafe and unhealthful working conditions:
(1) Oral reports of alleged unsafe and unhealthful working conditions are to be made to the immediate supervisor, DSR/OSR, OU safety committee or coordinator, or a member of SHED/OSHE. Supervisors will keep the reporting employee informed of all actions taken;
(2) If conditions are not resolved as a result of Step (1) in an appropriate and timely manner, report the alleged condition in writing to the applicable division or office chief, with a copy to the OU Director using Form CD-351, Report of Possible Safety/Health Hazard. (Note: Receipt of Form CD-351 must be acknowledged in writing by the recipient.);
(3) If dissatisfied with action resulting from Step (2), submit report (Form CD-351, Report of Possible Safety/Health Hazard) to the Occupational Safety and Health Manager, with a copy to the NIST CSO (in Boulder, the Director of the Boulder Laboratories). (Note: Receipt of Form CD-351 must be acknowledged in writing by the recipient.);
(4) In the event dissatisfaction still persists, appeal in writing to the DoC Designated Agency Safety and Health Official (DASHO) (see 12.01.04a), with a copy to the DoC Safety and Health Manager and the NIST CSO; and
(5) If still dissatisfied with the final disposition by the DoC DASHO, contact in writing the Occupational Safety and Health Administration, Directorate of Enforcement Programs, Federal Agency Programs, U.S. Department of Labor (with a copy to the DoC DASHO and the NIST CSO), describing in detail the alleged unsafe and unhealthful condition(s) and setting forth specific objections to other actions taken. (Note: It is strongly recommended that this last step be taken only after appeals through official channels at NIST and DoC, as described in Steps (1) through (4) above, have been exhausted.)
f. Safety Communication and Training
(1) Responsible management officials at all levels must routinely communicate to subordinates such safety and health information as is applicable to their operations. Such communication may be on-the-spot consultation with one or several employees and/or associates based upon an observation or concern, a specifically stated agenda item for group discussion in a regularly scheduled staff meeting, single- or multiple-recipient memoranda or email messages, or a specifically scheduled safety and health information meeting or training session.
(2) Safety training involves instruction in safe operating practices and conditions and should provide an integral contribution to the skill proficiency required to get specific tasks accomplished without incidents/accidents. Safety training must be routinely incorporated into day-to-day situations. Impetuses for safety training include, but are not necessarily limited to:
(a) Orientation of new or transferred appointees (employees and associates);
(b) Assignment of new or infrequently accomplished tasks;
(c) Determination of need as a result of hazard analyses of existing jobs;
(d) Regular safety refresher training; and
(e) Determination of needs resulting from incident/accident rates/reports/ investigations.
(3) Upon entrance on duty (EOD), all new employees and associates must attend a brief safety orientation session presented by the NIST Safety Office. The Human Resources Management Division and Office of Civil Rights records and forwards attendance records for NIST Gaithersburg employees to the Safety Office. The Boulder Laboratories Director’s Office provides the list of attendees to OSHE, in Boulder.
(4) Line supervisors must instruct all new or transferred appointees (employees and associates) assigned to their units, in the specific OSH requirements applicable to the job, preferably on the first day, but in any event during the first week of such assignment. Supervisors will complete the Form NIST-1197, Occupational Health and Safety Orientation Checklist, and forward it to the Safety Office. Appointees who will be working in a laboratory, must be instructed in NIST laboratory safety practices and be given a copy of the NIST Laboratory Safety Manual by their supervisor.
All new or transferred appointees (employees and associates) who will be working in a laboratory or other hazardous environment, e.g., shops, should be provided adequate laboratory-specific on-the-job training within one month of their EOD. Since functions differ among the laboratories/shops, each laboratory/shop should develop its laboratory/shop-specific safety-training checklist to ensure that all safety areas are adequately covered. The laboratory/shop-specific safety checklist may be used to document the first month of EOD safety training requirement. The safety checklist should identify the total number of hours necessary to cover all safety areas.
(5) Line supervisors must ensure that pertinent safety and health instructions, relating to conditions and practices that may be necessary to eliminate or control specific job hazards, are routinely incorporated into regular operating procedures, shop orders, preventive maintenance instructions, etc. A minimum of 4 hours of relevant safety training must be provided to all employees and associates on an annual basis.
(6) Not less than quarterly in all non-administrative units (typically includes laboratory activities; warehousing; trades, craft, maintenance, labor, protective, and transportation services; etc.) and not less than annually in all administrative units, line supervisors are to schedule and conduct a safety awareness meeting with all assigned unit personnel, for the specific purpose of discussing OSH issues pertinent to the unit's operations. Brief written reports of such meetings are to be forwarded through the applicable division or office chief to the Occupational Safety and Health Manager. Such reports are to include the date of the meeting, the name of the organizational unit holding the meeting, the number of personnel attending, the name of the person conducting the meeting, and the subject(s) discussed. Quarterly reports are to be submitted by the 15th of January, April, July, and October of each year; annual reports, by December 31 of each year.
(7) Where there is need for specialized safety training beyond the capability or resources of a unit, the scope and method of training will be determined through the coordinated efforts of the unit involved, the training personnel, and the safety staff.
(8) Employee safety awareness will be maintained by continued use of: safety promotional means and safety educational publications; appropriate safety films, slides, and video programs made available by the Safety Office for use in conjunction with group or unit safety meetings; safety posters and other pertinent safety information placed on safety bulletin boards strategically located throughout the buildings; etc. Special emphasis is placed on seasonal hazards, locally defined problem areas, and such nationally recognized events as Fire Prevention Week.
(9) Any management official, union official, supervisor, or employee who is in need of safety management assistance is encouraged to contact the Occupational Safety and Health Manager, Radiological Safety Officer (Health Physics Group Leader), Medical Officer, or Fire Chief/Marshal as appropriate for assistance. Provisions for appropriate consultation with employees and/or employee representatives on matters pertaining to occupational safety or health are to be considered in negotiated agreements between NIST and employee unions.
g. Safety Standards
(1) All NIST equipment and operations must be in compliance with the OSH standards promulgated under Section 6 of the Occupational Safety and Health Act of 1970 and the DoC OSH Program (see 12.01.05).
(2) NIST HSIs and requirements contained in the NIST Laboratory Safety Manual are to be implemented throughout NIST operations, as applicable, by division and office chiefs.
(3) In the absence of OSH standards promulgated pursuant to the Occupational Safety and Health Act, DoC OSH Program standards, NIST HSIs, or the NIST Laboratory Safety Manual, pertinent OSH standards, codes, etc., developed and published by other federal agencies (such as the NRC, EPA, DOT, etc.) and nationally recognized organizations (such as the American National Standards Institute, the National Safety Council, the National Fire Protection Association, the Chemical Manufacturers Association, the Compressed Gas Association, etc.) apply.
(4) Pertinent safety data and instructions must be incorporated as an integral part of all NIST publications by the writers thereof.
(5) Any safety instructions or precautions that may be needed to eliminate or control specific job hazards are to be routinely incorporated into regular written operating instructions by the issuing unit.
h. Incident/Accident Investigation, Reporting, and Analysis
(1) Routine procedures for investigation, reporting, and analysis of occupational incidents/accidents are contained in Subchapter 12.02.
(2) All serious occupational accidents [those involving hospitalization for injuries/illnesses and serious property-damage incidents/accidents (motor vehicle and other), and radiation incidents/accidents] must be reported immediately to the NIST CSO by the Occupational Safety and Health Manager. So that this communication with the NIST CSO can be assured, division and office chiefs are to immediately report all such serious accidents to SHED/OSHE. At the NIST CSO's discretion, the OU Director, the division or office chief of the unit experiencing the occupational incident/accident, and the Occupational Safety and Health Manager will meet with the NIST CSO, to review the incident/accident and ensure that primary causes have been identified and evaluated and that satisfactory corrective action is taken.
(3) The Occupational Safety and Health Manager briefs the NIST CSO, the OBd, and OU directors on Incident/Accident and Illness Summary Reports and other safety issues on a monthly basis and prepares and distributes to all NIST management officials an Annual NIST Incident/Accident and Illness Summary Report.
(4) SHED will maintain records of all occupational injuries/illnesses, motor vehicle incidents/accidents, fires, and other miscellaneous property damage accidents occurring at NIST. Operational Units will have access to this information pertinent to their units; use such information as a means of periodic self-appraisal of unit safety performance (to be discussed at quarterly unit safety meetings); and implement management actions deemed appropriate to ensure correction of incident/accident causes.
i. Performance Appraisal (Safety/Health)
(1) Unit Performance: Periodic appraisal of unit safety performance is conducted by the Safety Office to examine how effectively the NIST SOS elements/requirements have been implemented. Such appraisal includes unit incident/accident and illness review, on-site workplace safety audit, and review of unit supervisory implementation of SOS requirements. Reports of findings/recommendations are forwarded to responsible management officials.
(2) Individual Performance: In conjunction with the annual performance appraisal process, there is to be an evaluation of each employee's safety performance, with the results reflected in the individual’s performance appraisal record. Factors to be considered during this evaluation are summarized below for supervisory and non-supervisory personnel:
(a) Supervisory Personnel: Does the supervisor:
(i) Display leadership with regard to unit safety activities by setting the example and having a positive safety attitude?
(ii) Train employees in job-related safety issues?
(iii) Consistently enforce the use of required protective clothing and safety equipment?
(iv) Conduct required safety inspections of unit activities?
(v) Conduct required unit safety awareness meetings?
(vi) Initiate prompt correction of conditions that are in noncompliance with OSH standards and recommended safe practices?
(vii) Promptly and effectively investigate and report incidents/ accidents occurring within the unit?
(b) Non-supervisory Personnel: Has the employee:
(i) Consistently exhibited positive safety behavior?
(ii) Complied willingly with job safety requirements (to include use of required protective equipment)?
(iii) Performed duties in the safest manner practicable, with due regard for the safety of self and others?
(iv) Striven to improve unit safety performance, by actively participating in unit safety endeavors?
j. Safety Committees’ Activities
(1) The NIST Safety Operational Committee (SOC, which reports to the Obd), is charged with implementing NIST-wide activities requested by the OBd and articulated in the NIST Safety Plan. It is also charged with coordinating safety activities among various organizational units. The SOC will be co-chaired by a member of the OBd and a DSR/OSR member elected by the SOC for two-year terms. SOC membership will be comprised of one DSR/OSR from each OU in Gaithersburg and one DSR/OSR from each OU in Boulder.
(2) The Ionizing Radiation Safety Committee is an officially established administrative committee appointed by the NIST Deputy Director to monitor the ionizing radiation safety program at NIST. The charter for the Ionizing Radiation Safety Committee is published in Appendix A to Subchapter 3.01.
(3) The Safety Evaluation Committee (SEC) of the NIST Center for Neutron Research (NCNR) is an officially established committee, which is specifically concerned with the review and approval of certain projects under the purview of the NIST Reactor (NBSR). Membership is appointed by the Director, NCNR.
(4) OU Hazards Review Committees (HRCs) must be established by OU Directors in those OUs in which planned experiments and laboratory projects are deemed sufficiently hazardous to warrant approval above the division and office level (refer to Section III, NIST Laboratory Safety Manual). Membership on such committees will be designated by the OU Director and may include at-large members for technical expertise. A representative from the Safety Office will participate in HRC meetings.
(5) In addition to the SOC and committees described above, other safety committees, while not considered mandatory, may be established by management officials to ensure implementation of NIST SOS requirements within their organizational units. Management officials who establish such committees should examine closely the workings of those committees to ensure their effectiveness. To ensure a coordinated NIST-wide SOS effort, management officials who establish safety and health committees are to inform the Occupational Safety and Health Manager by memorandum of the committee's title, composition, and changes thereto.
k. Safety Awards
Safety awards are presented annually to organizational units and individuals
in accordance with criteria outlined in the NIST safety awards program.
The description of the program is contained in Appendix A.