CSULB IIPP Policy
I. CSULB IIPP Program Description
In 1973, the state of California adopted its own safety and health program, as permitted by the federal Occupational Safety and Health Act (OSHA) of 1970. The California Department of Industrial Relations, Department of Occupational Safety and Health (Cal-OSHA) establishes comprehensive occupational safety and health regulations that protect the working women and men of California. Title 8 of the California Code of Regulations (CCR) mandates that all California employers develop an Injury and Illness Prevention Program (IIPP). The IIPP must detail the means and methods each employer will use to ensure the safety and health of its employees. Currently, this IIPP requirement is unique to California. As such, the working men and women of California benefit from the unique protection and benefits afforded by this regulation. California State University, Long Beach (CSULB) maintains its IIPP in full compliance with state requirements. The University also seeks to ensure that all employees and contractors are cognizant of the requirements of this regulation and that their health and safety is protected by this program.
II. Program Scope
The CSULB Injury and Illness Prevention Program (IIPP) is the cornerstone program for ensuring the safety and health of all CSULB employees. This document provides the framework and context for the University’s overall health and safety program, and establishes the University’s commitment to a campus culture that creates a safe and healthy environment for faculty, staff, students, contractors, and visitors. As required by California regulation, all other safety programs and required training are governed by the principles set forth in the CSULB IIPP. Training and inspection requirements for other enforcing agencies and/or certifying entities shall be harmonized to ensure compliance with California law and the requirements of this IIPP. The CSULB IIPP must be considered a dynamic document, and as such will be continuously assessed by the campus as required to ensure that processes, procedures, and responsibilities described are consistent with current regulatory requirements.
All employees who assign and/or oversee work are responsible for ensuring that compliant work controls and procedures are consistent with Federal, State and local regulations and that University policies are implemented and maintained to provide for the protection of individuals and to safeguard the environment. Each individual is expected to comply with applicable EHS regulations and University policies, programs and procedures. Additionally, each individual is expected to: perform work in a safe and reasonable manner, report and address hazards they become aware of (personal observation or via a reporting process) and act to ensure their health and safety and those of their coworkers, students, and all others at the University is maintained without fear of reprisal. Compliance with health and safety regulations is paramount and enforcement and mitigation are campus wide responsibilities.
- University President
- Director of Environmental Health and Safety
- Director of Environmental, Health and Safety (EHS)
- Senior Campus Leadership
- Deans, Directors, and Department Chairs
- Managers and Supervisors
- College or Department Safety Coordinators
- University Risk Manager
- Staff / Employee
- Student Workers and Official Volunteers
- College of Natural Science and Mathematics (CNSM) Safety Department Staff
- University Police Department Staff
University Deans, Department Chairs, Managers and Supervisors are responsible for the development of written policies and procedures within their respective areas that are related to:
- Department safety and health requirements in subject areas, including PPE, employee conduct, emergency exit procedures, etc.
- Task specific procedures that include mandatory safety requirements
EHS shall be consulted prior to the establishment of any written policy or procedure regarding employee safety and health to ensure that it complies with regulatory requirements, University policy, and guidance under this IIPP.
- Campus managers shall include a statement concerning adherence to health and safety policies and procedures in each employee performance appraisal
- Campus managers shall take appropriate disciplinary action, as detailed in the applicable MOU, with any employee who fails or refuses to follow established safety procedures
- Annually, campus managers may nominate for the Governor’s Employee Safety Award those employees who have made exceptional contributions to safety and health in their work place. In addition to the annual award, managers are encouraged to recognize employees who follow safe and healthful work practices. The method of recognition shall be determined by the department administrator
• Several mediums are utilized by CSULB to communicate with employees on matters related to occupational safety and health. Examples include, but are not limited to, the following:
- Campus Emergency Alert System (EAS)
- EHS Direct Phone Line: (562) 985-2283
- On-line communication through the EHS web page: CSULB Environmental Health & Safety
- EHS provides safety notices for posting on Official University bulletin boards
- EHS advises College/Building Safety Coordinators on appropriate training procedures and updates
- EHS provides a proactive response to direct health and safety inquiries
- EHS participates and chairs the University’s Health & Safety meetings
- EHS participates in departmental staff meetings to brief faculty and staff on specific, or requested, health and safety topics
- EHS participates in the campus’ Office of Emergency Management (OEM) Emergency Management Advisory Committee and Safety Sub-Committee meetings
Every employee is responsible for maintaining a safe and healthful working environment for themselves and their fellow employees. Any unsafe condition shall be immediately reported to the proper authority. At any time when any hazard which poses an imminent threat to life or health is identified during any safety inspection or otherwise becomes known, immediate corrective action shall be taken by the responsible manager. If the immediate threat cannot be immediately abated without endangering students, employees and/or property, all students and employees shall be evacuated from the area except those personnel who are trained and are necessary to correct the hazardous condition. EHS can be contacted at: Ext. 5 - 2283
- If the situation does not pose an immediate risk of personnel injury or death, a call shall be made to either the department supervisor or to Beach Building Services (BBS) Customer Services at: 5 - HELP (5 - 4357)
- University managers and supervisors shall conduct periodic safety inspections of their facilities, equipment and projects to identify unsafe conditions and work practices. Three model inspection checklists are offered in Appendix A. The appropriate checklist shall be used to conduct the inspection. EHS can provide assistance and guidance on an as-needed basis. Completed inspection records and any corrective action taken to rectify any unsafe condition shall be maintained by the appropriate manager/supervisor for a minimum of 3 years
- The Risk Manager shall conduct periodic inspections of general outdoor and indoor campus
facilities and public access areas in order to assess, eliminate, mitigate and/or control risk.
- EHS shall conduct periodic audits of all department health and safety activities to ensure compliance with this and other applicable regulatory requirements.
- Departments are responsible for engaging and correcting EHS audit findings, and providing a written response to EHS regarding those corrections. A time frame for implementing any corrective action(s) shall be included on the response and agreed upon by the department and EHS
- Whenever a department adds, deletes or modifies a work task, material/product, piece of equipment or procedure that results in creating new or different exposure hazard(s), all affected employees must receive training specific to that hazard(s). The training must be provided prior to implementing the change and may be delivered by a qualified party determined by the department’s manager or supervisor. Documentation of the training must be kept by the department for 30 years from the date of training.
- In addition to the periodic safety and health inspections conducted by each department, EHS may conduct specialized inspections. These inspections are typically conducted as a result of a workplace accident or a request. Upon completion of an inspection, EHS will provide a report to the department administrator of observed deficiencies and recommendations for corrective action(s). The department administrator is responsible for completing the corrective action(s) and returning the Notice of Corrected Violation form in Appendix A to EHS within the required time frame.
NOTE: All forms reference in this section can be located on the CSULB Workman’s Compensation website
Work-related employee injuries/illnesses occurring during normal working hours (Monday-Friday, 7:00 AM to 5:00 PM) shall be immediately reported (verbally) to the employee’s manager/supervisor. For any non-emergency, non-life-threatening incident, the manager/supervisor shall initiate the Procedure for Managing Work-related Injuries or Illnesses (see Appendix B). If the employee declines to seek medical attention and file a workers’ compensation claim, the Supervisor Review Form shall be completed by the manager/supervisor and forwarded to the Workers’ Compensation Manager no later than 24 hours following the incident.
If any employee requests to seek medical attention and to file a workers’ compensation claim, the manager/supervisor shall follow the Work-Related Injury Treatment procedure outlined in Appendix C. The manager/supervisor is also to complete a Medical Authorization form and give it to the employee. Two forms are available - Long Beach Memorial Occupational Medical Services (MOMS) and Los Alamitos Emergency Room. Unless the employee requires immediate medical attention, the manager/supervisor shall also give the employee a Workers’ Compensation claim form (DWC 1).
The employee shall complete lines 1-8 and sign the form before returning it to the manager/supervisor. The manager/supervisor or ASM shall complete and sign lines 9-17 of the form. The manager/supervisor shall also complete the Supervisor’s Review Form.
After completing all required paperwork, the manager/supervisor shall report the injury immediately to the Workers’ Compensation manager via phone (5-2366) or fax (5-7180). The Workers’ Compensation Claim form, Supervisor’s Review form, and a work status note from the medical facility shall be forwarded to the Workers’ Compensation Manager via fax or email no later than 24 hours following the injury. The originals may either be hand delivered or sent through inter-campus mail.
Work-related employee injuries/Illnesses occurring after normal working hours (between 5:01 PM and 6:59 AM Monday – Friday), on weekends, holidays, other campus closures, or while on University-approved travel and during the normal course of their job duties shall be reported (verbally) to the Workers’ Compensation Manager no later than 8 hours following the incident, or when the “campus” becomes aware of the accident. Cal-OSHA considers “campus knowledge” to be any person who is assumed to be in a position of authority and who witnesses or responds in some manner to the incident. For our purposes, these persons are defined as any college or department dean/director/department chair/manager/supervisor, faculty member and/or University police officer. This person(s) is required to ensure that University Police (562-985-4101 or at ext. 54101) is immediately notified. University Police will then immediately notify the Workers’ Compensation Manager. The Supervisor Review Form for an after-hours incident must be forwarded to the Workers’ Compensation Manager no later than 24 hours following the incident or the next business day following the incident, whichever is shorter.
Employee incidents involving a serious injury or illness are those incidents in which the employee(s) requires in-patient hospitalization in excess of 24 hours for other than medical observation, or in which the employee(s) suffers a loss of any body part or permanent disfigurement. Any incident that involves a serious injury/illness, hospitalization (taken by private/state vehicle or ambulance) or fatality shall be reported (verbally) to the Workers’ Compensation Manager or EHS by University Police or anyone with campus knowledge immediately after the incident. University Police or a person with campus knowledge shall provide information consistent with the above-referenced procedure and whether it is an “on” or “off” hours incident. The Workers’ Compensation Manager or EHS shall immediately notify Cal-OSHA by telephone, of any employee incident involving a serious injury/illness or fatality. Failure of the University to notify Cal-OSHA within the 8 hour time frame mayresult in a citation and fine. If the University can demonstrate that exigent circumstances exist, the time frame for the verbal report to Cal-OSHA may be made no longer than 24 hours after the incident.
In the event that a contract employee suffers a work-related injury or illness in the course of working on a University-sponsored project, it is the responsibility of the contractor to notify the applicable University representative within one hour of the incident. The contractor is also responsible for ensuring the affected employee(s) are provided, if necessary, with proper and timely medical treatment. All university contractors shall comply with all applicable California Labor Code and Cal-OSHA
regulations regarding work-related injuries or illness.
- As mentioned in Section V of this IIPP, EHS is to be immediately contacted following the identification of any unsafe or unhealthful condition which poses an immediate threat. An EHS representative shall initiate corrective actions to alleviate the condition or secure the area as necessary to ensure that no one is threatened.
- For all non-immediate unsafe or unhealthful conditions, the Facilities Management Customer Service representative (5-HELP) will place a priority on each request based on the requestor’s description and the safety/health implications. Those requests that are determined to be a safety/health concern are given higher priority
- At the completion of an IIPP audit or inspection request performed by EHS, the affected college or department may receive a Notice of Safety Violation (see Appendix A). Receipt of this notice will require the responsible manager to take the necessary corrective action(s) and, if the unsafe condition cannot be immediately abated, develop a suitable timetable for correcting the unsafe condition based on the severity of the hazard. A Report of Corrected Safety Violation (see Appendix A) shall be completed by the appropriate administrator and returned to the EHS office no later than the specified due date (as determined by EHS). If a safety violation cannot be corrected on or before the due date, EHS is to be notified immediately.
Effective dissemination of safety information is an essential element of a successful IIPP. It is necessary to provide employee training on general safe work practices and specific instruction related to hazards unique to each employee’s job assignment.
- University Safety Coordinators, managers and supervisors are the primary safety trainers. However, University deans and directors shall ensure that Safety Coordinators, managers and supervisors under their charge are trained to recognize and abate safety and health hazards to which their employees are exposed. Part of a manager or supervisor’s safety training responsibility includes ensuring that their college’s or department’s safety training records are appropriately maintained. Additionally, each safety training class shall be recorded on a document at least as comprehensive as the Sample Safety Training Record Roster provided in Appendix D. The only exception to this process is the College of Natural Science and Mathematics. The safety training responsibility for this college lies within its safety department staff. Their requirements are the same as those detailed in this document.
- Training and instruction ensuring that each employee is knowledgeable about the materials and equipment they will be working with, what known hazards are present and how they are controlled shall be provided to:
- All new employees
- All employees given new job assignments for which training has not previously been received and documented
- Whenever new substances, processes, procedures or equipment are introduced into the workplace and represent a new hazard.
- Whenever the employer is made aware of a new or previously unrecognized hazard
- Managers/supervisors in order to familiarize themselves with the safety and health hazards to which employees under their responsibility may be exposed to
- Training and instruction shall inform employees:
- That the success of the CSULB IIPP depends on mutual cooperation of safe work procedures required for their jobs, and how these procedures protect them against potential or actual exposure to injuries or illnesses
- When personal protective equipment is required or needed, how to use it and maintain it in good condition of the University Injury and Illness Prevention Program
- What to do in case of an emergency in the workplace
- All employees shall be informed and understand that:
- They shall not undertake a job until they have received instructions on how to perform it properly and safely
- They shall not undertake any job that appears to be unsafe
- Mechanical safeguards must always be kept in place
- They are to report to their immediate supervisor any unsafe act or unsafe condition encountered during work
- Any work-related injury or illness, however slight, must be reported immediately to the appropriate manager /supervisor
- Personal protective equipment must be used when and where required, and maintained properly
It is also the responsibility of the college or department to determine the frequency of employee training. The Cal-OSHA sample training matrix in Appendix E provides a resource for long-term planning related to safety training. EHS will also provide guidance to any college or department.
- EHS is responsible for the following safety training requirements:
- Assisting managers and supervisors in their development of safety training programs by providing advice, guidance and information concerning regulatory requirements relative to training content.
- Assist to offer online New Employee IIPP Training
- Providing monthly safety training in EHS topics via CSU Training Portal, administered by the Office of the Chancellor and California State University Risk Management Authority (CSURMA).
- Providing specialized in-person training as needed
Cal/OSHA regulations require maintenance and retention of records for occupations injuries and illnesses, medical surveillance, exposure monitoring, inspections and other activities relevant to occupational health and safety. In order to comply with these multiple requirements, and to demonstrate that critical elements of this IIPP are being implemented, the following records retention schedule shall be kept by the University:
- EHS shall maintain the following records for the minimum length of time indicated below:
|Record Description||Retain For:|
|Notice of Safety Violations||3 Years|
|Reports of Corrected Safety Violations||3 Years|
|Employee Safety Training documents conducted by the EHS office||Duration of employment career|
|Cal/OSHA 300 Log and Summary of Occupational Injury and Illness||5 years|
|IIPPP audit and inspection records||3 years|
|Accident Report Forms||3 years|
|Safety Postings||3 years|
- University colleges and departments shall maintain the following records for the minimum length of time indicated below:
|Record Description||Retain For:|
|Periodic Inspection Records||3 years|
|Safety Meeting Agendas||3 years|
|Safety Training Documents *||30 years|
* Shall also comply with CSULB Academic Senate Policy Statement 86-03
The applicable college or department is responsible for maintaining these records and must be able to present them to Cal/OSHA or any other regulatory agency if requested. EHS safety inspections/audits may include a review of the college’s or department’s recordkeeping practices.
- Model Periodic Inspection Checklist
- Notice of Safety Violations
- Report of Corrected Safety Violation