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Employee Health and Safety Standard Operating Procedure

OHIO DEPARTMENT OF TRANSPORTATION
EMPLOYEE HEALTH AND SAFETY STANDARD OPERATING PROCEDURE

Standard Procedure 220-006(SP)
Effective: November 1, 2018
Responsible Division: Human Resources
Supersedes: Standard Procedure No.150-003 (SP)
Dated: 10/1/15

 

PROCEDURAL STATEMENT:

The Employee Health and Safety Standard Operating Procedure (SOP) along with applicable Federal, State safety regulations, and industry consensus standards imposed by the Occupational Safety and Health Administration (OSHA) and Public Employment Risk Reduction Program (PERRP) provide safe operating practices and strategies for the administration of the state-wide employee health and safety program.

Our goal is to improve workplace health and safety by identifying and correcting risk exposures before accidents and injuries occur. We are committed and continuously strive to promote a culture of safety that creates a workplace that influences everyone to act in a safe and healthful manner to remain accident and injury-free. Managers, supervisors, and lead workers are in the best position to observe employee working conditions and at-risk behaviors. Management will work directly with employees to increase hazard awareness and to always work within a safe environment. Responsibility for safety lies with all employees and the importance of safety must be communicated on an ongoing basis.

Safety leadership, employee involvement, training, hazard identification, and the implementation of risk control measures are all elements of an effective safety program. If one part is missing, the program will not truly be effective. Safety is everyone’s concern and responsibility at ODOT.

AUTHORITY:

Federal Occupational Safety & Health Standards 29 CFR 1910, et seq. Federal Occupational Safety & Health Standards 29 CFR 1926, et seq. Ohio Revised Code Chapter 4167, et seq.
Ohio Administrative Code Chapter 4123 1-3, et seq.

REFERENCES:

State of Ohio/Department of Administrative Services – VF-01 Employee’s Use of Employer Provided Motor Vehicles Policy
State of Ohio/Department of Administrative Services – VF-02 Self Insured Vehicle Liability Policy State of Ohio/OCSEA Collective Bargaining Agreement - Article 11 Health & Safety
Ohio Manual of Uniform Traffic Control Devices

SCOPE:

This standard operating procedure is applicable to all Districts, Divisions, and Offices within the Ohio Department of Transportation.

BACKGROUND AND PURPOSE:

The purpose of the SOP is to establish statewide safety standards which shall be followed by all employees regardless of their classification or employment status. The basic content of the SOP has been previously agreed to in Article 11 of the OCSEA contract and OSHA 29 CFR 1910 and 1926. Furthermore, the SOP is intended to establish a minimum level of risk management and loss control for accident and injury avoidance. Central Office and district Employee Health and Safety staff, including district management, may impose a higher level of compliance in any area of the SOP based on the degree of hazard to employees.

DEFINITIONS:

Accident/Crash: Any event/accident/crash arising from the use or operation of an ODOT owned, leased or rented vehicle or self-propelled motorized equipment that results in bodily injury or death to an employee or any non-ODOT person; or any event resulting in physical damage to the motorized self-propelled vehicle or equipment shall be reported regardless of severity of damage or repair cost.

BHR or BHRA: Business and Human Resource Administrator

Competent Person: One who is capable of identifying existing and predictable hazards in the surroundings or working conditions which are unsanitary, hazardous, or dangerous to employees; and who has the authorization to take prompt corrective measures to eliminate hazard (OSHA 29 CFR 1926.32(f)).

DAS: Ohio Department of Administrative Services

DAS ORM: Ohio Department of Administrative Services, Office of Risk Management

DDD: District Deputy Director

EH&S: Office of Employee Health & Safety

Hazard: A source with a potential exposure to cause harm, injury, ill health or a hazardous situation.

MARC: Multi-Agency Radio Communication

Non-Preventable: An accident/crash review category type that indicates the driver or operator did everything reasonably possible to prevent or avoid the event.

OCSEA:Ohio Civil Service Employees Association

OMUTCD: Ohio Manual on Uniform Traffic Control Devices

ORC: Ohio Revised Code

OSHA: Occupational Safety and Health Administration

PEL: Permissible exposure limit

Preventable: An accident/crash review category type that indicates the driver or operator failed to take reasonable action to prevent or avoid the event.

PP: Personal Protective Equipment

PERRP: Public Employment Risk Reduction Program

Safety Representative: Safety Consultant, Safety Inspector or central office safety representative

Undeterminable: An accident/crash review category type that indicates that based on the available facts of loss, no culpability is obvious.

Vehicles and Equipment: Any motorized, self-propelled or towed ODOT owned, leased, or rented equipment or vehicles.

In this document, the following forms are used “Shall” indicates a requirement
“Should” indicates a recommendation “May” indicates a permission
“Can” indicates a possibility or a capability
 


PROCEDURES:

I.    Accountability and Responsibility for Safety in the Workplace

All managers, supervisors, and lead workers shall furnish to each employee a place of employment which is free from recognized hazards that are causing or are likely to cause death or serious physical harm to the employees under their supervision.

All ODOT employees are responsible for making the safety process successful and must clearly understand their responsibilities.

All ODOT employees are responsible for establishing and maintaining a safe working environment regardless of the job task or location.

All ODOT employees are responsible and authorized to immediately stop work where employees are exposed to imminent danger of death or physical harm until all necessary safety controls are established.

All ODOT employees shall comply with all applicable written safety standards and regulations:

•    OSHA Safety and Health Standards 29 CFR 1910 General Industry
•    OSHA Safety and Health Standards 29 CFR 1926 Construction
•    ODOT Employee Health and Safety Policy
•    ODOT Employee Health and Safety Standard Operating Procedures
•    ODOT Written Safety Programs
•    OCSEA Contract, Article 11, Health and Safety
•    Ohio Revised Code, Chapter 4167
•    Ohio Administrative Code, Chapter 4123
•    All other safety and health work rules and regulations which are applicable to the work being performed.

All ODOT employees have the right to question and report any unsafe condition to their manager, supervisor, district, or central office Employee Health and Safety representative without fear of retaliation.

II.    Authorized and Unauthorized Use of State Vehicles or Equipment

State owned vehicles are authorized for use in the performance of all essential travel duties related to the completion of state business only. They are not authorized for personal trips (e.g., pickup lunch, shopping, etc.) unrelated to state business or to attempt tasks which are beyond the vehicle’s capabilities. When in doubt, the decision must be based on whether the vehicle’s use will serve the interest of the State, rather than the driver.

The following are examples of authorized and unauthorized use of state-owned vehicles as defined by the Ohio Department of Administrative Services, Ohio Administrative Policy VF-01, Employee’s Use of Employer Provided Vehicles.
 

Authorized Use    Unauthorized Use
•    Travel between the place where the state motor vehicle is dispatched and the place where official state business is performed.
•    When on paid travel status, between the place of state business and the place of temporary lodging.
•    When on paid travel status and not within reasonable walking distance, between either of the above places and places to obtain meals; places to obtain medical assistance (including drugstore); places of worship; cleaning establishments and similar places required to sustain the health, welfare or continued efficient performance of the driver, exclusive of places of entertainment.
•    Transport of consultants, contractors or commercial firm representatives when such transport is in the direct interest of the state.
•    Travel between the place of dispatch or place of performance of state business to your personal residence when specifically authorized by the proper authority in your agency
•    Transport of other officers, employees or guest of the state when they are on official state business    •    Any use for personal purpose, other than commuting which has been authorized as specified in Authorized Use.
•    Travel or tasks which are beyond the vehicle’s rated capability.
•    Transport of family, friends, associates or other persons who are not employees of the state or serving the interest of the state (i.e. hitchhikers).
•    Transport of cargo which has no relation to the performance of official state business.
•    Transport of acids, explosives, weapons, ammunition or highly flammable material, except by specific authorization, or in an emergency situation.
•    Transport of any item or equipment projecting from the side, front or rear of the vehicle in a way which constitutes an obstruction to safe driving, or a hazard to pedestrians or to other vehicles.
•    Extending the length of time the vehicle is in your possession beyond that which is required to complete the official purpose of the trip
•    Operating a state motor vehicle while under the influence of drugs that could impair driving.
•    Operating a state motor vehicle after the consumption of alcohol is strictly prohibited
•    Texting while operating a state motor vehicle is strictly prohibited.


When it is believed that an employee, officer or authorized operator’s use of the vehicle is not authorized, it is the responsibility of the Ohio Department of Transportation to provide DAS ORM with immediate notification and the facts surrounding the incident.

It is incumbent upon each state agency to pursue unauthorized operation charges pursuant to ORC
124.71. If the state agency fails to file charges, then DAS ORM reserves the right to do so.

Any unauthorized operation of state vehicles may result in immediate disciplinary action from the operator’s agency and/or termination of coverage under the insurance program by DAS ORM. Such action may prevent an operator from driving a state-owned or endorsed vehicle. Immediately notify DAS ORM of any such disciplinary action.
 


III.    Backing Vehicles and Equipment

Backing vehicles and equipment is one the primary causes of serious accidents, costly damage, injuries, and fatalities. As the vehicle size increases and visibility to the rear of the vehicle decreases, there is a higher level of responsibility on the operator. On any type of vehicle or equipment with an obstructed view to the rear there shall be a reverse signal alarm audible above the surrounding noise. Any tampering or disabling of backup alarms may potentially result in disciplinary action.

The Office of Employee Health and Safety strongly recommends employees who operate an ODOT vehicle follow proper procedures to avoid preventable backing events. Some recommendations are as follows but not limited to:

•    Upon arrival, evaluate the area, plan parking and vehicle maneuvers that will avoid backing.
•    Upon arriving at one's destination, park where backing will be unnecessary when leaving.
•    If back up is necessary to enter a parking location, back in upon arrival before conditions can change.
•    If help is available, use a ground guide or spotter to assist in backing. Provide ground guide with adequate instructions and discuss any special concerns for safely backing the vehicle. In addition, if utilizing a ground guide in backing, the driver should come to a complete stop if the guide moves out of view.
•    When backing a vehicle, do so slowly and with extreme care, using all mirrors.
•    If a turn is required while backing, position the vehicle so it can be backed to the left whenever possible. This provides a clearer field of view in the direction of travel.
•    Regardless of how a vehicle is parked, the driver shall perform a “Circle of Safety Check" before leaving. Walk completely around the vehicle looking for potential hazards. Once the check is completed, pull out forward or back up immediately before conditions can change.

The above recommendations do not supersede any district specific Backing Prevention Policy.

IV.    Cell Phones, Texting and Other Electronic Communication Devices

Employees are required to maintain absolute attention to the operation of vehicles and equipment, and when they are assigned other tasks requiring their undivided attention. All employees are required to observe safety precautions and to obey all ordinances regulating cell phone use while operating a moving vehicle. Cellular phones and text messaging devices are distractions and should be treated as such.

Talking on a cell phone while operating a state motor vehicle is prohibited for any vehicle requiring a Commercial Driver’s License (CDL). Use of cell phones is permitted in Non CDL state owned vehicles provided the device is used in the hands-free mode. (If the Non CDL State vehicle is equipped with hands free technology the use of that technology is permitted).

Even with the hands-free mode, talking on a cell phone is strongly discouraged. Conversations should be kept to a minimum both in frequency and length and should be work related. When possible, the vehicle should be in a safe position (pulled off the Right of Way and placed in park) before making or answering a call. When a vehicle is equipped with MARC’s radios, the radio should be used instead of cell phones.
 

The use of audio enabled navigation technology is permitted in a state vehicle provided the entering of data for that device is done while the vehicle is parked in a safe position.

Working along a right-of-way that is not closed to traffic also demands full and undivided attention to surroundings. Cell phone use is strictly prohibited when flagging traffic and when operating any CDL required vehicle and heavy equipment. Examples of heavy equipment are, but not limited to: backhoe; front end loader; dozers, and graders.

Texting while operating any state motor vehicle is strictly prohibited pursuant to DAS Motor Fleet Policy, VF-01, section 2.2.11. If any employee is cited by law enforcement for texting while driving, they are required to report it in the same manner as other traffic citations.

V.    Chainsaws and Logging Operations Personal Protective Equipment (PPE)

The chainsaw is one of the most efficient and dangerous portable power tools used by employees. If you operate it properly and maintain the saw in good working condition, you will avoid injury as well as be more productive. Personal protective equipment for the head, ears, eyes, face, hands, and legs are designed to prevent or lessen the severity of injuries when using a chainsaw. The required PPE includes, but not limited to:

•    HEAD: Hard hat to protect your head from falling trees and branches. Logging helmet is recommended.
•    HEARING: Wear ear plugs, ear muffs or both for hearing protection.
•    EYE/FACE: A mesh visor and safety goggles or safety glasses must be worn. All ANSI Z87 rated safety glasses must have side-shields to prevent injury from flying chips and debris or a chain that may break off and fly toward the face.
•    LEG: When operating a chainsaw properly fitted chaps must be worn to protect legs from severe cuts in the event the chainsaw slips. Protection requirements according to ASTM F-1897. Chaps are not required but are suggested to be worn by support crew that are dragging or clearing the debris.
•    HAND: Properly fitted gloves to improve grip and protect hands from abrasions, cuts, and splinters.
•    FOOT: Safety footwear or safety toe caps must be worn. Safety footwear criteria as defined by ODOT is a work boot that is at least 6 inches in height, compliant with ASTM F2413 Protective Toe Classification, electrical hazard rated and puncture resistant. See section XLVII “Work Footwear” of this SOP for further information.
•    Refer to ODOT’s PPE Guide Booklet for additional information or contact the district or central office safety representative.

Other safety precautions include:

•    Wear a Tear-Away Class II or Class III Safety Vest unless supervisor or safety representative deems it to be a secondary hazard.
•    Wear fitted clothing, not loose clothing that can snag or get caught increasing potential injury.
•    Do not wear jewelry of any kind since it may get caught resulting in an injury.
 

First Aid for Logging Operations:

•    The employer shall assure that each employee, including supervisors, receives or has received first-aid and CPR training before engaging in logging activities (OSHA 29 CFR 1910.266).
•    The employer shall assure that each employee's first-aid and CPR training certificate remain current.
•    First Aid kits are required at the work site when trees are being cut (e.g., felling, buckling, limbing).
•    The number of first-aid kits and the content of each kit shall reflect the degree of isolation, the number of employees, and the hazards reasonably anticipated at the work site
•    Additional information can be found in the “First Aid” section of this document.

VI.    Confined Space

ODOT requires its employees to follow safe work practices in accordance with OSHA 29 CFR 1910.146 and the agency’s written Confined Space Entry Program to ensure employee’s safety when working in confined spaces. A confined space has limited openings for entry or exit, is large enough for entering and working, and not designed for continuous worker occupancy.
Examples of confined spaces are vaults, tanks, manholes, pits, culverts, and underground utility vaults.

It is also important to understand what a permit-required confined space is. Listed below are characteristics of a permit-required confined space:

•    May contain a hazardous or potentially hazardous atmosphere
•    May contain a material which can engulf an entrant
•    May contain walls that converge inward or floors that slope downward and taper into a smaller area which could trap or asphyxiate an entrant
•    May contain other serious physical hazards such as unguarded machines or exposed live wires
Permit-required confined spaces must be identified by the employer who must inform exposed employees of the existence and location of such spaces and their hazards. Before entering a permit-required confined space the employee must acquire a permit and be trained on permit- required confined spaces. See Appendix E, F, and G for additional information.

Employees must be knowledgeable of ODOT written confined space entry program requirements before entering a permit-required confined spaces and know how and when to exit.

Before entry employees will assess the location to identify any physical hazards, test and monitor for oxygen content, flammability, toxicity, or explosive hazards using employer provided testing equipment.

When appropriate, employees will use fall protection, have a rescue plan developed, use the appropriate air monitoring equipment, ensure adequate ventilation and lighting, and utilize communication equipment according to ODOT’s confined space entry procedures.

You must maintain contact at all times with a trained attendant via phone or two way radio.
 


VII.    Crystalline Silica

Crystalline silica is a common mineral found in many naturally occurring materials and used in many industrial products and at construction sites. Materials like sand, stone, concrete, brick and mortar contain crystalline silica and it is also used to make products such as glass, pottery, ceramics, bricks, concrete and artificial stone. When workers cut, grind, drill, or crush materials that contain crystalline silica, very small dust particles are created. Without effective exposure control methods in place the tiny particles can travel into the lungs.

The permissible exposure limit (PEL) limits worker exposure to 50 micrograms of respirable crystalline silica per Cubic Square of air, averaged over an eight-hour day. This level is the same for all workplaces covered by the general industry (OSHA 29 CFR 1910) and construction (OSHA 29 CFR 1926) standards.

Employee’s exposure to crystalline silica can be controlled. To do this employers must use engineering controls and work practices as the primary way to keep exposures levels at or below the PEL.

Effective controls include but not limited to;

•    Engineering controls include wetting down work operations. Wet down the operation by applying water at flow rates sufficient to minimize release of visible dust.
•    Using saws equipped with integrated water delivery systems that continuously feeds water to the blade. Tools with water controls must use the manufacturers recommended flow rate.
•    For tasks performed indoors or in enclosed areas, provide a means of local exhaust ventilation to minimize the accumulation of visible airborne dust keeping silica-containing dust out of the air.
•    For an enclosed cab or booth, ensure that it is maintained as free as possible from settled dust.
•    For construction follow specified exposure control methods defined in OSHA 29 CFR 1926.1153, Table 1 when working with materials containing crystalline silica.

A list of potential silica-generating tasks along with engineering controls and respirator requirements can be found in Appendix H of this document or OSHA 29 CFR 1926.1153, Table 1.

For additional support contact the district or central office safety representative.

VIII.    Debris/Litter Removal and Roadside Cleanup

When cleaning or removing debris from the right of way, shoulders, and/or ditches employees must always wear the appropriate level of PPE. This PPE includes but not limited to:

•    ODOT High-Visibility Lime-Green or Fluorescent Yellow Hard Hat,
•    ODOT High-Visibility Class II or Class III Safety Vest,
•    Puncture Resistant Safety Work Boots,
•    Puncture Resistant Cut-Resistant Gloves, and
•    Safety Glasses that are compliant to ANSI Standard Z87.1
 


The following are general guidelines for cleaning up litter or other debris on the right of way:

•    Face oncoming traffic when picking up debris/litter and stay in a group,
•    Look up often to ensure that no vehicle is encroaching the work area,
•    Do not cross the roadway on foot,
•    Watch your footing, stay off loose stones, and steep slopes,
•    Be alert for poisonous plants, stinging insects, snakes and other wildlife,
•    Avoid over exertion, rest when needed,
•    DO NOT compact trash bags, injuries from sharp or broken objects may result or the bag may burst,
•    DO NOT enter a non-state vehicle or assist individuals inside vehicle,
•    DO NOT pick up syringes, hypodermic needles or any drug paraphernalia. If you see them or other drug debris or weapons, do not touch it! Contact local law enforcement authorities immediately. For more information see the “Illegal Drugs, Weapons/Firearms” section of this document.

Before working on the right of way ensure you have the proper work zone traffic controls in place. Refer to the OMUTCD or the ODOT Traffic Control Work Zone Booklet.

IX.    Digging/Excavation Operations and O.U.P.S.

Safe excavation projects begin during the planning stages and one of the main tasks is to “call before you dig”. Regardless of the size or duration of the dig, you must first notify the Ohio Utilities Protection Service (O.U.P.S.) at 1-800-362-2764 or 8-1-1. O.U.P.S. operates 24 hours a day, 7 days a week, 365 days a year, answering calls from anyone who intends to dig in the state of Ohio.

Notification must be made at least 48 hours before you dig and not more than ten days before commencing the dig. Upon calling, the O.U.P.S. Customer Service Representative (CSR) will ask a series of questions regarding the work location. You will need to have the O.U.P.S. Locate Work Order completed and the information ready before calling. See Appendix J for an example of the information that will be asked. After you have given all the appropriate information, the CSR will give you a reference ticket number. Record the number on the O.U.P.S. Work Order form and keep it at the dig site.

An OUPS ticket is required before you begin the following excavation work:

•    Trenching    •    Razing
•    Digging    •    Wrecking
•    Ditching    •    Tree stump removal
•    Dredging    •    Driving survey pins
•    Grading    •    Cable or pipe plowing or driving
•    Drilling    •    Boring holes for percolation tests
•    Auguring    •    Installing or setting sign post or pipes
•    Blasting    •    Potholes
•    Tunneling    •    Scraping
 


All damage to utilities or other property arising out of the operation while operating motorized self- propelled equipment are subject to legal liability for ODOT. In the event damage occurs a report must be file with the Office of Employee Health and Safety that includes the following information:

•    S-11 and OVARS Event Form,
•    O.U.P.S. ticket request date,
•    A printed copy of the O.U.P.S. ticket (tickets are valid 48 hours after request up to 10 days),
•    Photos verifying digging depth of the excavation (If utility is hit include photos of tape measurement),
•    Photos of specific marked locations and photos if not properly marked,
•    Photos of both sides of the roadway,
•    Utility locating company contact information, and
•    Copy of the permit to install utility in right-of-way from ODOT Permits Office.

If you have any questions or need clarification, please contact a district or central office safety representative.

X.    Duty to Report
All employees who are injured, involved in a crash or incident no matter how slight during the course and scope of their employment shall:

•    Immediately notify their supervisor or management designee,
•    Complete and file the appropriate injury and/or crash report forms within 24 hours from the time the event occurred or the next available work day when events occur on holidays or weekends.
•    Employees requesting Workers Compensation Salary Continuation wages must report the injury within 24 hours from the time injury occurred.
•    The employee or supervisor shall also immediately notify the district safety office and all central office employees shall notify the Office of Employee Health & Safety. Prompt notification to the safety office is imperative on all injury and crash events so agency personnel can investigate the event thoroughly and record the facts of loss pertaining to the event.
•    Failure to report may result in disciplinary action.

XI.    Earphones/Earbuds

No employee shall operate any type of equipment or participate on active roadway projects while wearing earphones. As used in this section, “earphones” means any headset radio, tape player, CD player, Bluetooth, or other electronic device that provides the listener with radio and television programs or music through any device that covers or is inserted into all or a portion of the ear(s). The only exclusion would be a hands-free headset used for traffic control purposes only.

XII.    Electrical Safety Procedures

ODOT requires employees to follow safe work practices in accordance with OSHA 29 CFR 1910.331-335 and NFPA 70E and to always de-energize electrical equipment before performing any work operations on or near the equipment; unless the employer can demonstrate that deenergizing introduces additional or increased hazards.
 

Some environments or conditions may require employees to perform work on energized electrical equipment and the following safe work practices must be followed:

•    Only Qualified/Authorized Employees (these are employees who have been properly trained, are experienced, and clearly demonstrate a proficiency to work safely) are authorized to work on energized electrical equipment.
•    Follow ODOT’s Lock/Out-Tag/Out safety program. Use a Lock/Out-Tag/Out kit to de- energize equipment before performing maintenance operations.
•    Where potential contact with energized components exists when Lock/Out-Tag/Out cannot be applied, all employees must comply with OSHA 29 CFR 1910.331-335.
•    Personal protection consists of: ANSI Z87.1 approved safety glasses and face shield, voltage- rated gloves, dielectric hard hat, EH rated footwear, ear canal inserts, FR rated clothing and safety vest and voltage rated tools.
•    A copy of NFPA 70E and the Lock/Out-Tag/Out program can be viewed on Central Office’s Employee Health and Safety’s intranet site and O: network drive. If you need additional guidance, contact the district or central office safety representative.

XIII.    Emergency Action Plan

The purpose of an Emergency Action Plan (EAP) is to facilitate and organize employer and employee actions during workplace emergencies. All ODOT locations must have a current EAP on file and shall review it annually. The EAP shall include, but is not limited to the following elements:

•    Means of reporting fires and other emergencies
•    Evacuation procedures and emergency escape route assignments
•    Procedures for employees who remain to operate critical operations before they evacuate
•    The means to account for all employees after an emergency evacuation has been completed

XIV.    Employee Motor Vehicle Driver’s License

All employees shall possess and carry on their person, a valid Operator or Class A, B, C, CDL License with the appropriate endorsements and restrictions if they operate any motor vehicle, equipment owned, lease, rented or personal vehicle used in the course of their employment.

XV.    Employee Motor Vehicle Citation Reporting Responsibilities

ODOT employees are required to report citations to their motor vehicle operator’s driver’s license to the District Labor Relations Officer and Chief Legal Counsel under the following conditions.

•    You receive a citation in a state owned, leased, or rented vehicle.
•    You receive a citation in your personal vehicle while on state of Ohio time or conducting state of Ohio business.
•    While on Personal Time, in your personal vehicle you receive a citation that results in the suspension or revocation of your operator’s license (e.g. D.U.I.).
 

•    Any individual who is operating under license suspension or revocation and has “driving privileges” awarded by a court shall carry on their person, at all times, a copy of the court order, and shall provide a copy of the court award to the appropriate District Labor Relations Officer, Chief Legal Counsel and the Central Office Employee Health & Safety representative who will provide a mandatory copy of the court order to DAS Office of Risk Management pursuant to DAS policy (VF-02).
•    DAS Office of Risk Management has the authority to terminate individuals from the self- insurance program and exclude their insurability for up to three years (DAS Policy VF-02).
•    Ohio courts will not grant limited driving privileges to holders of commercial driving license.

The following violations may result in termination from the insurance program:

•    Operating while under the influence of alcohol or drugs, including reduced offenses,
•    Failure to take a field sobriety or blood alcohol test,
•    Operating while under license suspension or revocation,
•    Failure to stop after an accident
•    Vehicular homicide,
•    Fleeing from the police,
•    Using a motor vehicle in committing a felony,
•    Drag racing,
•    Reckless Operation,
•    Operating a vehicle without consent of the owner or a conviction of ORC 124.71
•    Driving without a valid driver’s license.

Review Process:

•    If it is determined that a license status check is required, then the district designee must place all requests with ODOT’s Chief Legal Counsel.

XVI.    Endorsements for Insurance Coverage

A.    Commercially Leased or Rented Motor Vehicles or Equipment

Employees are required to notify Employee Health & Safety, Central Office of their intent to rent or lease vehicles and/or equipment. All notifications must be received at least 24 hours prior to receiving the vehicle or equipment. All back dated endorsement requests shall be rejected. The following information must be provided:

•    Year, Make, Model,
•    Serial or VIN Number,
•    Description of the Vehicle or Equipment,
•    Rental Company Name and Address,
•    Effective date and expiration date (back dated endorsements will not be accepted).

Once EH&S Central Office receives the request notification from the district they will submit the endorsement to the Department of Administrative Services, Office of Risk Management to have vehicles or equipment added to the insurance policy. If approved by DAS, the endorsement will be emailed back to CO EH&S and a copy forwarded to the requesting district.
 

B.    Loaned Motor Vehicles or Equipment

All Vehicles and Equipment that are loaned to other state agencies or local government municipalities must have a Memorandum of Understand (MOU) drafted between ODOT and the other party involved. All MOU’s must be received at least 5 days prior to loaning the vehicle or equipment. Contact Central Office Chief Legal Counsel and the Office of Employee Health & Safety for guidance.

C.    Authorized Operators, Designated Agents, and Non-State Employees

Insurance coverage for any non-state employee may be provided by special endorsement only, for persons who need to operate state vehicles as authorized by the state entity/agency, while serving the interest of the state of Ohio.

The following information must be provided and reviewed before the authorization is granted by DAS Risk Management. All notifications must be received at least 24 hours prior to allowing any non-employee operate agency vehicle. Endorsements shall not be back dated and delinquent endorsement requests may result in a denied or rejected claim in case of an accident or crash. The following information must be provided:

•    Designated agent name
•    Driver’s license number and the state driver’s license was issued by
•    Employment agency name
•    Contract type
•    Contract number
•    Effective & Expiration date (back dated endorsements will not be accepted).

XVII.    Eye and Face Protection

Supervisors shall ensure that all employees wear the appropriate eye and face protection when their eyes and face are exposed to hazards. These hazards include, but not limited to: flying particles, molten metal, liquid chemicals, acids or caustic liquids, chemical fumes, gases/vapors, or potentially injurious radiation.

Safety glasses conforming to ANSI Standard Z87.1 with side shields to provide basic impact protection must be worn when operating or working near tools or machines that may throw particles such as woodworking tools, power tools, chippers, weed eaters, grinders, etc.

Safety goggles provide impact protection from flying particles, dust and mist/splash and must be worn whenever there is a need to protect the eyes from particles, dust, or mist/splash which cannot be stopped by wearing safety glasses.

Face shields provide impact protection from flying particles, dust and mist/splash and shall be worn whenever dangers exists from flying particles, dust or mist/splash from chemicals or other substances when safety glasses/goggles do not provide adequate protection. Certain types of job task have increased occupational hazards and require employees to wear safety goggles/glasses with side shields underneath the face shield providing greater protection to the facial area, eyes, etc.
 

Employees whose vision requires the use of corrective lens/spectacles while engaged in operations that involve eye hazards shall wear eye protection that can be worn over the prescription glasses without interference or wear employee purchased prescription safety glasses meeting ANSI/ISEA Z87 protection standard.

XVIII.    Fall Protection Equipment

Safety harnesses, lanyards, lifelines, or guardrails are required when employees are working six (6) feet or more above a work surface performing construction operations and four (4) feet or more above a general industry surface performing maintenance operations (e.g. facilities, garages, labs, shops, etc.).

Lifelines shall be secured above the point of operation to an anchorage capable of supporting a dead weight of 5,000 pounds (OSHA/PERRP 29 CFR 1926 and 29 CFR 1910). Body harnesses shall be inspected prior to each use by the user and no less than annually by a safety representative other than the user. Annual inspection data must be logged, and records maintained. Fall protection equipment shall be marked with the in-service date on tag before use. Inspect buckles, D-rings, back pad, and loop keepers for damage. If damaged the unit must be taken out of service and discarded. Only locking-type snap hooks shall be used for harnesses, lifelines, and lanyards.

ANSI Standard A10.32-2012, states that fall protection equipment shall be removed from service upon evidence of defects, damage or deterioration; once it has been subjected to impact or in- service loading; or upon expiration of the manufacturer’s specified service life, whichever comes first. Anytime a safety harness/lanyard or lifeline is removed from service, it must be replaced immediately.

Supervisors shall ensure that employees are properly equipped and trained to wear correctly fitted ODOT supplied fall protection equipment.

XIX.    Fiscal Responsibilities for Employee Safety

All districts and divisions are responsible for funding the purchase of safety equipment and supplies, including the appropriate level of personal protective equipment, and any external training when internal safety training is unavailable.

XX.    First Aid, First Aid Kits & Cardiopulmonary Resuscitation (CPR)

Adequate first aid equipment, supplies and training shall be provided on an ongoing basis. Where not required by actual job responsibility, employees may volunteer for first aid and CPR training. ODOT shall make CPR training available on a regular basis where feasible.

First Aid Kits must be easily accessible, properly maintained and stocked, and inspected to ensure the completeness and usable condition of the first aid supplies. Any supply beyond its marked expiration date must be removed and replaced immediately. Oral medications are strictly prohibited in all ODOT supplied First Aid Kits.

The contents must meet the minimum compliance requirements of ANSI Z308.1 2014. The ANSI standard establishes minimum performance requirements for First Aid Kits and their supplies that are intended for use in various work environments.
 

The contents shall reflect the number of employees, the hazards reasonably anticipated at the work site, and the degree of isolation or the inability to immediately obtain professional medical care.

The contents listing of the kit can be found at: O:\Employee_Health_and_Safety\First Aid Kits.

XXI.    General Housekeeping

All places of employment, passageways, storerooms, facility rooms, garages, labs, and all other walking working surfaces are to be kept in a clean orderly, and sanitary condition. Walking- working surfaces are to be maintained free of hazards such as sharp or protruding objects, loose boards, cords, corrosion, leaks, spills, snow, and ice.

XXII.    Hand Protection

Supervisors shall ensure all employees wear the appropriate level of hand protection when their hands and fingers are exposed to occupational hazards. These hazards can cause cuts, lacerations, abrasions, punctures, chemical burns, thermal burns, exposure to harmful temperatures, and blood borne pathogens. In cases where hazardous products are involved, refer to the Safety Data Sheet (SDS) to determine the appropriate hand protection or contact the district or central office Employee Health & Safety for guidance and assistance.

XXIII.    Hazard Communication

Whenever an employee is exposed to hazardous substances under normal working conditions or emergency situation there must be a Hazard Communication Program in place. This is required in OSHA standard 29 CFR 1910.1200 & 29 CFR 1926.59.

Each districts safety representative will be responsible for training employees on the elements of the OSHA Hazard Communication program. The training shall include; Hazard awareness, Chemical inventory, Safety Data Sheets, and Secondary container labeling requirements.

XXIV.    Head Protection (Hard Hats)

Pursuant to ODOT’s 100% Hard Hat Policy, supervisors shall ensure that all employees wear the appropriate employer issued High Visibility Lime-Green or High Visibility Fluorescent Yellow head protection when working at or visiting maintenance and construction work site, anytime employees are out of a vehicle and on the right of way or where there is a potential danger of head injuries.

All hard hats must meet or exceed ANSI Standard Z89.1-2009, Type 1, Class C, E, or G requirements depending on the risk exposure. This standard is incorporated in OSHA 29 CFR 1910 and 29 CFR 1926.

•    Type:
o    Type I: Intended to reduce force of impact from blow to top of the head.
o    Type II: Intended to reduce force of impact from blow to top or sides of the head.
 

•    Class:
o    Class C (conductive) provides no protection against contact with electrical hazard.
o    Class E (electrical) designed to reduce the danger of contact with conductors at higher voltage levels and are proof tested at 20,000 volts.
o    Class G (general) designed to reduce the danger of contact with low-voltage conductors and are proof tested at 2,200 volts.

Hard hats shall not be painted or altered in any way and shall be worn as intended by the manufacturer. The EH&S Administrator, Central Office, shall approve all sticker reward programs and their placement shall be in accordance with the manufacturer’s instructions.

Employees shall inspect the hard hat shell and suspension before each use. Check for signs of wear and tear, cracks or other signs of damage or deterioration such as dents, gouges, scrapes, holes, cracks or appears faded or chalky, these are signs of aging. Do not store in direct sunlight when not being used. Prolonged exposure to direct sunlight will degrade the hard hat shell. If the hard hat is dropped on a hard surface inspect it carefully before continuing use. If the hard hat has sustained an impact, dispose of it immediately, even if the damage is not visible it should be replaced.

The suspension inside the shell helps absorb the impact and must be inspected. Look for signs of excessive wear, fraying, cuts, tear, or dirt. Do not store objects between the suspension and the shell. When replacing the suspension, be sure to use a product from the same manufacturer as the hard hat.

Employees shall not wear a baseball cap, bandana, hood, skull cap, or other garments underneath the hard hat that affects its ability to protect. Only garments or liners specially designed for use with hard hats shall be worn.

The “service life” of a hard hat is identified by the manufacturer’s recommendations or the conditions and use that may affect the hard hats protection capability over time. ODOT requires hard hats and suspensions be replaced at least every five (5) years; unless working environment and use affects a helmets protective capabilities then earlier replacement may be necessary. Supervisors shall ensure defective or faded hard hats are taken out of service and replaced immediately.

A hard hat must be worn to protect the employee’s well-being. In accordance with agency policy, you are required to wear a hard hat when working in the field or in the right of way. Other areas include, but are not limited to:

•    When there is a potential danger of falling, flying, or moving objects
•    When you are out of a vehicle and on the Right of Way
•    In a Work Zone or Construction Site
•    When exposed to overhead electrical conductors or working near high voltage wires
•    Working under a bridge
•    During any mowing operation near roadways or on uneven terrain
•    Tree/Brush Cutting, Trimming and Chipping
•    In the Proximity of Heavy Equipment and during Equipment Training Field Exercises
•    Post and Sign Installation and Removal
 

•    Pile Driving
•    Culvert Jobs
•    Confined Space
•    Trenching and Excavation
•    Flagging operation

XXV.    Hearing Protection

Employees shall be required to wear hearing protection in designated work areas or operations where noise levels exceed a time weighted average (TWA) of 85dBA or during short-term noise exposure to a level not greater than 115 dBA for up to 15 minutes.

Hearing protection is required when employees are temporarily exposed to loud percussion or concussion noises from operations such as, but not limited to; mowing, vactor-jet operations, pavement breaking, compacting, power impact tools, blasting, post pounding, chainsaw, jackhammer, nail gun, forklift, and other construction or maintenance operations.

XXVI.    Illegal Drugs, Weapons/Firearms

Any illegal drugs, drug paraphernalia, mobile meth labs or dumps, weapons or firearms found on ODOT’s right-of-way shall be considered a potential crime scene and shall not be handled or moved by ODOT employees.

•    Do not move, touch or handle syringes, hypodermic needles, drug paraphernalia or meth lab debris, weapons or firearms.
•    Immediately notify your supervisor.
•    The supervisor will contact the District Hazardous Waste Coordinator (DHWC) and the also contact the District Safety Office (DSO) to provide information that is known about the drugs or weapons (type, amount, location, etc.).
•    The supervisor, DHWC or the DSO will then notify the Ohio State Highway Patrol (OSP) and/or the local law enforcement agency.
•    Under NO circumstances are the illegal drugs, drug paraphernalia, mobile meth labs or dumps, weapons or firearms to be moved to an ODOT garage or outpost, or transported in an ODOT vehicle.
•    It is the responsibility of OSHP and/or local law enforcement to remove and disposal of all illegal drugs, weapons or firearms.
•    FOR YOUR PERSONAL SAFETY - Do not enter a non-state vehicle to assist individuals inside that appear to be over dosing. Immediately call 9-1-1.

Fentanyl and Carfentanil are extremely dangerous and any accidental exposure can be detrimental to your well-being. You can potentially overdose on 2 mg of Fentanyl, approximately the size of 34 grains of table salt. Carfentanil is 10,000 times stronger than morphine and an exposure to the size of a grain of salt or less can adversely affect your body.

If exposed DO NOT USE HAND SANITIZERS. Wash your hands immediately with soap and water. Hand sanitizers have alcohol base properties that allows for quicker skin absorption.
 

The Ohio Department of Transportation along with the Ohio State Highway Patrol have joined forces against the war on drugs. The partnership between the two state agencies provides OSP the ability to quickly search seized vehicles throughout the state. Troopers are utilizing county and district garages to search vehicles for concealed areas where illegal drugs and weapons may be hidden. During the time OSP is on site they may use various lifts or other mechanic equipment and may need some brief assistance. ODOT employees can provide verbal direction but should always remember to put their personal safety first.

It is highly recommended that when seized vehicles are being searched by OSP that employees stay away from the immediate area to eliminate potential exposure. If you have any questions or concerns, contact your district or central office safety representative.

XXVII.    Joint Health and Safety Committee

Joint Health and Safety Committees shall be established in each district and in central office. Their general responsibilities will be to evaluate safety and health issues raised by employees, assist with periodic inspections, identify and recommend training needs, and make appropriate recommendations to management. See Article 11 of the OCSEA contract for specific guidelines.

Additionally, a Statewide Joint Health and Safety Committee shall be established. The mission of this committee will be to set the direction for statewide health and safety initiatives and resolve issues from the districts committees which have statewide implications.

XXVIII.    Laboratory Safety

The Occupational Safety and Health Administration's laboratory health standard (Occupational Exposures to Hazardous Chemicals in Laboratories, 29 CFR 1910.1450) requires employers of laboratory employees to implement exposure control programs and convey chemical health and safety information to laboratory employees working with hazardous materials.

Provisions of the standard require a written Chemical Hygiene Plan (CHP) that establishes standard operating procedures for routine and high hazard lab operations; Chemical hood evaluations; Exposure assessments; Training; Labeling of chemical containers; Maintaining chemical safety data sheets and chemical inventory.

The standard's intent is to ensure that laboratory employees are apprised of the hazards of chemicals in their work area, and that appropriate work practices and procedures are in place to protect laboratory employees from chemical health and safety hazards.

General safety procedures include but not limited to:

•    Know the potential hazards of the materials used in the laboratory. Review the Safety Data Sheet (SDS) and container label prior to using a chemical and keep them easily accessible.
•    Review your laboratory’s emergency procedures with all employees. Ensure employees are aware of all evacuation routes and designated rally points.
•    Know the location of safety equipment, emergency telephone numbers and contacts, emergency showers and eyewash stations, fire extinguishers, fire alarms, first aid kits, spill kits and PPE.
 
•    Practice good housekeeping to minimize unsafe work conditions such as obstructed exits and safety equipment, cluttered benches and hoods, and accumulated chemical waste.
•    Wear the appropriate personal protective apparel for the chemicals you are working with. This includes eye protection, lab coat, gloves, and appropriate foot protection (no sandals or open toed shoes). Gloves must be made of a material known to be resistant to permeation by the chemical in use.
•    Always wash your hands upon removing lab coat, gloves, or soil clothing.
•    Wash skin promptly if contacted by any chemical, regardless of corrosivity or toxicity.
•    Shoes must cover the entire foot. Open toed shoes and sandals are inappropriate footwear in laboratories. Fabric and athletic shoes offer little or no protection from chemical spills. Leather shoes with slip-resistant soles are recommended.
•    Work clothing is to be chosen so as to minimize exposed skin below the neck. Long pants and shirts with sleeves are examples of appropriate clothing. Avoid rolled up sleeves. Shorts (including cargo shorts), and capris are inappropriate clothing in laboratories. Sleeveless shirts are not appropriate if not covered by a full-length laboratory coat and must not be worn if wearing an apron alone. Synthetic fabrics must be avoided in high-hazard areas where flammable liquids and reactive chemicals are utilized.
•    Contact lenses may not be recommended in some hazard areas but are permitted when the appropriate safety eyewear or goggles is used.
•    Label all new chemical containers with the date received and date opened.
•    Label and store chemicals properly. All chemical containers must be labeled to identify the container contents (no abbreviations or formulas) and should identify hazard information. Chemicals must be stored by hazard groups and chemical compatibilities.
•    Use break-resistant bottle carriers when transporting chemicals in glass containers that are greater than 500 milliliters.
•    Always use a fume hood when processes or experiments may result in the release of toxic or flammable vapors or fumes.
•    Restrain and confine long hair and loose clothing. Pony tails and scarves used to control hair must not present a loose tail that could catch fire or get caught in moving parts of machinery.
•    Don’t eat, drink, chew gum, or apply cosmetics in rooms or laboratories where chemicals are used or stored.
•    Do not prepare, store or consume food in work areas where there is a potential for cross contamination with chemicals or other hazardous materials.
•    Don’t store food in laboratory refrigerators, ice chests, cold rooms, or ovens.
•    Don’t use microwaves, coffee pots (any type), toasters, in laboratory.
•    Don’t drink water from laboratory water sources.
•    Don’t use laboratory glassware to prepare or consume food.
•    Don’t smell or taste chemicals.
XXIX.    Lockout-Tagout

Lockout/tagout shall be used to ensure that the machine or equipment is stopped, isolated from all potentially hazardous energy sources and locked out/tagged out before employees perform any service or maintenance.

All employees are required to comply with the restrictions and limitations during the use of a lockout/tagout procedures. If the exposed live parts cannot be de-energized, for reasons of increased or additional hazards or infeasibility, other safety-related work practices (Personal Protective Equipment, Additional Training) shall be provided and used by the authorized employees to protect exposure from the hazards involved.
 


XXX.    Miscellaneous

•    Food: The preparation, consumption or storage of food and/or beverages in work areas where there is a potential for cross contamination with chemicals or other hazardous materials is strictly prohibited. Beverages in sealable containers are permissible in those areas.
•    Hair: An employee’s hair shall not obstruct the wearing of personal protective equipment and must be contained to prevent entanglement in moving equipment/machinery.
•    Facial Hair: An employee’s facial hair shall not obstruct the wearing of respiratory protection equipment. Facial hair, long in length, shall not create a secondary hazard and must be contained to prevent entanglement in equipment and machinery.
•    Jewelry: Jewelry is not to be worn by employees working on maintenance and construction projects, performing electrical work, working in shops or garages, near moving equipment or rotating parts where the item will constitute a hazard. See the Hand Protection section of this SOP for additional guidance.

XXXI.    Personal Protective Equipment (General Requirements)

The purpose of personal protective equipment is to provide a barrier or shield between employees and chemicals or physical hazards present in the workplace, or to isolate employees from such hazards. PPE is considered the last line of defense and shall be used when hazards cannot be eliminated or abated by engineering or administrative controls. Employees are required to wear personal protective equipment appropriate for tasks they will perform. Refer to ODOT’s PPE Guide for additional information or contact your district or central office safety representative.

Managers, supervisors, lead workers, crew leaders, and safety representative shall ensure that:

•    Proper personal protective equipment is selected and will be used to protect the affected employee(s) from hazards which cannot be eliminated or controlled by engineering or administrative measures.
•    Ensure employees wear the appropriate level of personal protective equipment during all operations where there is a risk exposure to hazardous conditions.
•    Ensure that the proper personal protective equipment is purchased by ODOT and will be periodically tested and/or inspected for defects, wear, and tear.
•    Employees are required to properly maintain the PPE issued to them and inspect the PPE before every use. All PPE found to be defective or damaged will be identified, taken out of service, and replaced immediately.
•    Employees must be trained:
o    When PPE is necessary,
o    What PPE is necessary,
o    How to properly don, doff, adjust, and wear the PPE,
o    The limitations of the PPE being used, and
o    The proper care, maintenance, useful life and disposal of PPE.
 


•    Retraining is required when:
o    There is reason to believe that the employee lacks the understanding or skill to demonstrate the proper use and care of personal protective equipment.
o    If there are changes in workplace conditions, safety regulations, or types of PPE being used.
•    All employees assigned to a contractor-controlled job site shall adhere to the personal protective equipment requirements and job site safety plan of either the contractor or ODOT, whichever is more stringent.

XXXII.    Pre-Trip Inspections and Use of Red Tags

No employee shall be required to operate equipment that any reasonable operator in the exercise of ordinary care would know might cause injury to the employee or anyone else, according to Article
11.03 of the OCSEA contract.

Accordingly, “Pre-Trip Inspections” or other appropriate pre-trip inspection forms shall be completed at the beginning of the work shift or before a state owned vehicle is driven. This applies to all assigned or pool vehicles, passenger vehicles, trucks and equipment per DAS policy VF-01 section 2.3.5.

The EM-78 SF form for Non-CDL small fleet vehicles (see Appendix B) will be used to record the pre-trip inspection of passenger and light vehicles. The following pre-trip inspections forms apply to the following types of vehicles and equipment:

•    EM78 for CDL Fleet Vehicles
•    EM-78HE for Heavy Equipment Pre-Trip Inspection
•    EM-78AL for Aerial Lift Daily Inspection Checklist
•    Specialized equipment (e.g. Vactor-Jet) shall follow the manufacturer’s pre-trip requirements

At the end of the trip or shift, operators shall make note of any problems which require repairs. Accident prevention red tags or a lockout-tagout device shall be used as a temporary means of warning employees of an existing hazard such as defective tools, equipment, vehicle’s and machinery grounded for repairs or is unsafe to drive, etc. (OSHA/PERRP 29 CFR 1926.200, 1910.147).

If a disagreement arises concerning the safety of equipment, refer to Article 11.03 of the OCSEA contract. Tags will be removed only when a safety designee has determined that the unsafe item, equipment, or condition has been repaired, replaced, or taken out of service permanently. Unauthorized removal of red tags or any lockout-tag out device may result in disciplinary action.

XXXIII.    Respiratory Protection

In some cases, airborne contaminants such as dusts, fumes, gases, or vapors may not be eliminated in the workplace by accepted control measures such as enclosures, local or general ventilation. When such measures are not feasible, respirators may be required to be worn by affected employees after an assessment has been conducted on the airborne contaminants by a trained and authorized safety representative or an industrial hygienist.
 

All managers, supervisors, lead workers, and crew leaders:

•    Shall ensure when respirators are required to be worn by employees, the agency’s respiratory protection program is followed.
•    Management shall not permit respirators with tight-fitting facepieces to be worn by employees who have facial hair that comes between the sealing surface of the facepiece and the face or that interferes with valve function; or any condition that interferes with the face-to-facepiece seal or valve function. This applies to both negative and positive pressure respiratory protective devices that rely on the principle of forming a face to facepiece seal.
All employees are responsible for:

•    Using respirators in accordance with the agency respiratory protection program and OSHA/PERRP 29 CFR 1910.134.
•    Follow the manufacturer’s instructions on proper use and care of the respirator.
•    Store the respirator to protect them from damage, contamination, dust, sunlight, extreme temperatures, excessive moisture, and damaging chemicals, and they shall be packed or stored to prevent deformation of the facepiece and exhalation valve.
•    Employees shall inspect before use.
•    Perform a fit check each time the device is put on to confirm a proper seal. This practice gives an indication that the respirator is positioned correctly.
•    Refer to a product Safety Data Sheet (SDS) prior to use for instructions on respiratory use.

If an employee chooses to voluntarily wear a dust mask that is not required by the agency, then the employee must read and sign “OSHA 29 CFR 1910.134 Appendix D” form, before wearing the dust mask. A copy of the form is available in this document (see Appendix D) or contact your district or central office safety representative to request a copy of the “Voluntary Use Form - Mandatory Information for Employees Using Respirators When not required Under the Standard”.

XXXIV.    Safety Apparel and Vest (High Visibility)

All persons within the right-of-way of any federal-aid highway or other type of roadway, construction area or site, or who is exposed to traffic (vehicles using the highway or area for purposes of travel) or construction equipment within a work area or roadway temporary traffic control zone, regardless of job type, shall wear high-visibility safety apparel (HVSA) or a high- visibility safety vest (HVSV) issued by the agency.

HVSA and HVSV means personal protective safety apparel that is intended to provide conspicuity during both daytime and nighttime usage and meets the Performance Class II or Class III requirements of the ANSI/ISEA 107-2015 publication entitled “American National Standard for High-Visibility Safety Apparel and Accessories.”

•    Safety vests meeting Performance Class II and Class III requirements will be provided to employees.
•    High Visibility Jackets meeting ANSI Standard 107 Class III are acceptable apparel to use and must have the appropriate ANSI 107 Label.
•    Employer issued rain gear shall be HVSA Yellow-Green in color and meet the Performance Class II or Class III requirements of ANSI 107.
 


To comply with the Ohio Manual on Uniform Traffic Control Devices (OMUTCD) retro-reflective material shall be visible at a minimum distance of 1000 feet and clearly identify the wearer as a person.

All safety apparel and vest must be properly fitted, properly worn, and properly maintained. The supervisor or district safety representative shall make the determination if the high visibility apparel or vest is faded, worn, torn, dirty, defaced or soiled beyond reasonable usefulness in terms of conspicuity and is not visible at 1,000 feet day or night. When there is any doubt whether the condition of the apparel or vest offers employees the high-visibility characteristics intended by this SOP, it shall be replaced immediately to meet the agency’s intent to maintain very high levels of conspicuity for all employees. If there is any dispute, the ODOT safety representative will make the final decision.

During daytime activities flaggers shall wear safety apparel/vest meeting the requirements of ANSI- 107 standard performance for Class II or Class III risks.

During night-time activities flaggers shall wear safety apparel/vest meeting the requirements of ANSI 107 standard performance for Class III risks. Class II vests or apparel are unacceptable for nighttime flagging operations and shall not be worn by employees.

To increase the over-all visibility and safety of our employees, the Office of Employee Health & Safety recommends employees wear ODOT issued Class III vests or apparel anytime day or night when increased visibility is needed.

XXXV.    Safety Business Plan
Each District Employee Health and Safety Office will submit a Safety Business Plan (SBP) to Central Office, Office of Employee Health and Safety. The SBP will be submitted on an annual basis by December 15 for each calendar year. The SBP shall include but not limited to the following:

•    An analysis of the district’s past year’s performance;
•    Specific steps which will be taken to improve performance in the coming year;
•    Goals in the areas of safety and loss control that include strategies to reduce workplace crashes, accidents/injuries, property damage, exposures to hazardous materials, and regulatory compliance.

All Districts are responsible for continually analyzing safety best practices and safety training needs to ensure the appropriate level of training is available and provided to all employees.

XXXVI.    Safety Tailgate & Toolbox Talks

A safety tailgate or toolbox talk is a short informational safety meeting conducted by managers, supervisors, crew leaders, or safety representatives regarding job-related hazards and safe work practices.
 


A safety tailgate or toolbox talk should take place when a particular job hasn’t been performed for some time, when a new employee joins the crew, when a job task or location poses specific risk such as high volume, high speed traffic, or limited sight distance approaches to the work area.

Safety best practices recommend that you provide a safety tailgate or toolbox talk before the work day or job task begins. Discussions include, but not limited to:

•    Pre-planning the work zone or job setup,
•    Identifying work environment risk and hazards,
•    Conducting pre-trip inspections of required vehicles and equipment,
•    Selecting the right personal protective equipment need for the job task, and
•    Awareness of emergency procedures and/or rescue plan.

A short recap meeting during or at the end of the work day to discuss work practices, a near miss incident, or a lack of attention to safety is also strongly advised.

All safety tailgate or toolbox talks shall be documented with the title of the topic, speaker/presenters name, date, and a signed list of attendees.

XXXVII.    Safety Training

Education and training are essential in developing and maintaining a safe working environment. Training opportunities will be made available for employees based on their classification and duties. The Office of Employee Health and Safety in conjunction with the Office of Employee Development and Lean will develop, coordinate, and provide occupational safety training opportunities (e.g., First Aid/CPR, Stryker Chair, Fire Extinguisher, OSHA 10 & 30 Hour Classes, Fall Protection, Confined Space, Trenching, PPE, Flagging, Safety Awareness, etc.).

XXXVIII.    Scissor Lifts

Scissor lifts are work platforms used to safely move workers to different locations in a variety of environments and are a safe alternative to ladders. Scissor lifts are different from aerial lifts because the lifting mechanism moves the work platform straight up and down using crossed beams functioning in a scissor-like fashion. However, they can potentially expose employees to certain hazards if the equipment is not used properly.

Safe scissor lift use includes properly maintaining the equipment, following the manufacturer’s instructions, considering equipment capabilities and limitations, complying with OSHA 29 CFR 1910 and 1926 standards, providing employee training, personal protective equipment, and enforcing safe work practices.

The following safe work practices shall be followed when using a scissor lift:

•    Read the owner’s manual before operating a scissor lifts and do not operate a scissor lift without training and authorization from your supervisor or manager.
•    In accordance with the manufacturer’s instructions inspect scissor lifts before every use and report damage or maintenance needs. Maintenance records shall be kept for three years.
 

•    Before working, survey the area for holes, ramps or drop offs. Clearly mark and avoid them before using the scissor lift. Also check for any electrical hazards or overhead power lines.
•    Use three-point contact when entering and exiting a scissor lift platform.
•    Close the guardrail gate and chain when using the lift. The guardrail can be a pinch point. Do not place any body part between the guardrail and a fixed object.
•    Employees shall stand firmly on the work platform floor of the basket. Employees shall not sit or climb on the edge of the basket, stand on the guardrails, use planks, step-ladders, or stand on boxes or other devices for a work position while working in a scissor lift.
•    Do not hang tools or building materials from guardrails.
•    Never overload the lift load capacity. Lifts must be capable of supporting its weight and at least 4 times the maximum intended load.
•    Do not drive an elevated scissor lift. Slowly descend and watch out for pedestrians in the area before moving. Do not drive the lift with the floor extension out.
•    Do not climb the scissor lift pantograph (scissor) mechanism.
•    Know how to use emergency descent controls.
•    Never work on a lift that is covered with snow, ice, or other slippery material or outside during high winds or during storms.
•    Employees must wear a hard hat.

When working from an elevated scissors lift, a worker need only be protected from falling by a properly designed and maintained guardrail system. However, if the guardrail system is less than adequate or the worker leaves the safety of the work platform, then fall protection would be required. It is prohibited for employees to tie-off personal fall arrest systems to guardrails. Therefore, the system would have to be attached to an adjacent structure capable of supporting at least 5,000 pounds per employee attached. Also, if the manufacturer recommends or mandates that fall protection is to be use with a specific scissor lift. The operator must adhere to all safe operation requirements including the manufacturers’ safe operation policy.

XXXIX.    Seasonal Employees

No seasonal employee shall perform flagging duties unless they have been formerly trained by the Office of Employee Development & Lean or by the Office of Employee Health & Safety and can demonstrate proficiency. This training must be documented in the ODOT Learn System.

XL.    Seat Belts

All drivers and passengers are required to comply with Ohio law (ORC 4513.263) and wear seat belts when operating, riding in a vehicle, or when operating equipment with a rollover protective structure (ROPS). Seat belts and shoulder straps for vehicles so equipped must be worn properly with the seat belt secured over the lap and the shoulder harness secured over the arm and shoulder
 


XLI.    Subpoenas Served to Employee’s involved in a ODOT vehicle crash

After a ODOT vehicle crash occurs the following should be followed if an employee receives a subpoena requiring an appearance at a trial or a subpoena duces tecum for production of documents.

Any employee who receives a subpoena shall immediately notify their immediate supervisor. The supervisor will scan or fax (614-644-6053) a copy of the subpoena to ODOT’s Office of Chief Legal Counsel. A brief description of the event surrounding the subpoena (i.e., does the employee have personal, first-hand knowledge of the event, is the employee aware of the reason for the subpoena, or any other relevant information related to the subpoena). No action should be taken by the employee until the employee speaks with a representative of the Office of Chief Legal Counsel. Any questions should be directed to the Office of Chief Legal Counsel at (614) 466-3664.

XLII.    Traffic Control Deployment

All employees shall ride in the enclosed passenger area of a vehicle when traveling to or from a job site. No riding is permitted in the back of trucks, on tailgates, or in a loader bucket. When deploying or picking up traffic control devices such as cones or barrels, employees may ride on the various types of vehicles properly engineered and designed for this activity. Safe work practices are required and must be followed during such activities to ensure workers safety. Contact your district or central office safety representative for additional guidance. See “Work Zone” in this document for more information.

XLIII.    Traffic Laws (Ohio)

Employees are not exempt from Ohio traffic laws (O.R.C. 4511) while operating ODOT motor vehicles and traveling to and from highway maintenance work sites. Law enforcement officers may issue violations that result in a citation.

Such offenses may include but not limited to: Speeding, Prohibited U-Turns, Improper lane change, Running red-lights or stop signs, Failure to control, Not wearing a seat-belt, Texting, Not using directional signals, Improper passing, etc.

The law also does not exempt the driver of an ODOT vehicle that is engaged in the transport of highway maintenance equipment from criminal liability for a violation of Ohio Revised Code sections 5577.01 (Load Limits on highways) to 5577.09 (Rules – signs).

XLIV.    Trenching and Excavation

Trenching and Excavation work is inherently dangerous, hazards include cave-ins, struck by injuries, electrical contact, and slips, trips, and falls. It is important that employees use safe work practices in accordance with 29 CFR 1926 subpart P Excavations to ensure their safety.

OSHA defines an excavation as any man-made cut, cavity, trench, or depression in the earth surfaces formed by earth removal. Before any excavation work begins you are required to call
O.U.P.S. at 8-1-1.
 


When trenching and excavation remember the following 5 basic rules:

1.    Must have at least one competent person on site,
2.    Spoil pile must be 2 feet from the edge of the excavation,
3.    Ladder must extend 3 feet above the landing surface,
4.    Must have a means of egress when excavation is 4 or more feet deep (ladder), and
5.    When excavation is 5 or more feet deep you must have a protective system in place (trench box, benching, shoring, and sloping).

XLV.    Vehicle and Equipment

A.    Accident, Crash, or Incident Reporting Requirements

All employees who operate vehicles or equipment (self-propelled or towed) during the course of their employment shall immediately notify their supervisor, manager, or management designee to report an accident, incident, or traffic citation no matter how minor.

•    Crash reporting forms shall be completed within 24 hours from the time the event occurred or the next available work day when events occur during holidays and/or weekends.
•    The employee shall complete the S-11 “Employee’s Statement of Facts” form and submit it to the supervisor/manager and copy the appropriate district safety representative.
•    The employee shall comply with the work rules and policies of the agency and the Ohio Department of Administrative Services, Motor Vehicle Fleet and Risk Management (DAS VF- 01 & VF-02).
•    See Appendix C for additional guidance or contact the district or central office employee health and safety representative.

The following events shall be reported to the Ohio State Highway Patrol and the Employee Health and Safety Officefor investigation. If the patrol is unavailable, contact the Local Law Enforcement Agency to investigate:

•    Any fatality
•    Injury to non-ODOT person (including pedestrians)
•    Serious injury to ODOT person or persons
•    Any accident involving drugs or alcohol
•    Any accident which involves an ODOT driver/operator who does not have a valid license
•    Any accident involving unauthorized use or unauthorized passengers
•    Damages to private property and/or private vehicle
•    Any Not at Fault crash, and
•    An accident of a suspicious or unexplained nature.
Any crash/accident not involving private property, minor damage to ODOT property or two or more ODOT vehicles, may be excluded from contacting OSP or other Law Enforcement Agency. The event must still be reported to the Office of Employee Health & Safety using the appropriate reporting method.
 


The District Safety Representative shall report immediately by phone to the Employee Health & Safety Management Team any accident involving the following:

•    Any fatality or serious injury to ODOT employees and non-ODOT persons involved.
•    Any accident which involves two or more employees hospitalized.
•    Any accident which involves an ODOT employee or ODOT driver/operator under the influence of alcohol or drugs.
•    Any accident involving unauthorized use of vehicles or equipment.
B.    Accident, Crash, or Incident Review

All motor vehicle crashes, accidents, or incident events will be promptly reported and reviewed; and classified by the designated district or central office safety personnel, based on the employee’s written statement, investigative report, witness statement, and any official record supplied by the State, County, or City investigative agencies

Motor vehicle events include any crash, accident, or incident arising from the use or official operation of an ODOT vehicle while on authorized state business.

The appropriate reporting method or vehicle reporting form shall be completed for the following reportable events including, but not limited to:

•    All crash, accidents, or incident events which have civil implications shall be reported to Central Office, Employee Health and Safety.
•    Events resulting in bodily injury or death to any person, including the ODOT driver.
•    Events resulting in damage to private property or any non ODOT vehicles or equipment.
•    Vehicles and equipment (self-propelled or towed) leaving the roadway unintentionally or due to evasive action.
•    Damage which is caused by objects which are thrown or deflected from an unknown source.
•    An evasive action to avoid a deer or other animal that results in a crash.
•    Mechanical failure or vehicle defects.
•    Vandalism, Theft, Fire.

For incidents of damage caused by events outside of human control (No Human Error) the appropriate reporting method or vehicle reporting form shall also be completed. Such incidents include:

•    Natural disasters,
•    Wind events,
•    Hail,
•    Lightning,
•    Falling trees or branches,
Mailbox damage caused during snow and ice operations,
•    Direct collision with a deer or other animal (e.g., dog, cattle, horse, birds, etc.).

No event shall be considered as an incident if any contact is made between the ODOT vehicle or equipment and another vehicle, or a fixed object, or property, or person.
 


Review Process:

•    Designated District or Central Office Safety Representative will classify all accidents and incidents as preventable, non-preventable or undeterminable.
•    The District or Central Office Labor Relations Office will determine if disciplinary action is required on a case by case basis and finalize action for those events/accidents/crashes, and citations or incidents, which are classified as preventable and are due to employee negligence and/or unsafe acts.
•    Any employee whose accident is classified as non-preventable or undeterminable should be notified of no further action in regard to the accident.
•    The Administrator of the Office of Employee Health & Safety or designee will preside over a three (3) person review panel for final determination of any event (e.g., crash, accident, or incident) when preventable, non-preventable or undeterminable classifications are in question.

XLVI.    Work Clothing

All employees assigned to perform work activities outdoors, in a shop, garage, or in a repair facility are required to wear at a minimum, a shirt with sleeves, that also covers the torso and full length pants. Shirts and pants shall not be altered, cut off, or torn in any way, manufactured or otherwise.

All employees shall wear clothing appropriate for work being assigned. To ensure the overall safety of employees, clothing may be deemed inappropriate at the discretion of the employer (manager, safety staff or labor relations officer).

XLVII.    Work Footwear

Employees shall wear the appropriate safety footwear or safety toe caps to protect the employee’s feet when working in or visiting areas where there is a danger of foot injuries due to falling or rolling objects, puncture hazards, electrical hazards, in construction and work zones, maintenance and garage areas, test labs, or when performing “at-risk” job tasks such as but not limited to; chainsaw operations, using a jack hammer or a concrete saw.

Safety footwear as defined by ODOT is a work boot that is at least 6 inches in height, compliant with ASTM F2413 Protective Toe Classification, Electrical Hazard and Puncture Resistant.

Light footwear such as but not limited to; tennis shoes, sandals, or other forms of inappropriate footwear shall not be worn in hazard areas, such as but not limited to; work zones, any right of way, construction and maintenance areas, stockrooms, upon leaving an office setting to enter a garage environment, or other areas where the risk of foot injuries are likely to occur.

XLVIII.    Work Zones

Employee injuries and fatalities during work zone operations demonstrate a need to bring attention to these hazardous conditions. Temporary work zones have multiple risk factors including, but not necessarily limited to: setting up traffic control elements, flagging, mobile operations and operations at night or at other times with reduced visibility. Inadequate employee training and failure to wear high-visibility safety apparel also contribute to work zone incidents.
 

Supervisors, Transportation Managers, Lead Worker, Competent Person, or safety representative shall conduct work zone inspections periodically and complete the “Job Site Safety Survey Form” (See Appendix I). A completed copy of the form shall be forwarded to the district safety office for review to ensure overall traffic control compliance with OMUTCD.

The OMUTCD allows some discretion in determining the Temporary Traffic Control (TTC) to use. However, the agency’s application of these TTC devices should be consistent and commensurate with the conditions present in order to minimize the overall risk to ODOT workers and to the motoring public.

The Public Employment Risk Reduction Program (PERRP) shall enforce employee safety by randomly inspecting work zones and the location of temporary traffic control devices. PERRP has the regulatory authority to enforce the OMUTCD and may issue violations for non-compliance.

XLIX.    Workers Compensation

All employees who are injured, no matter how slight during the course and scope of their employment shall immediately notify their supervisor or management designee.

All employees shall complete and file the appropriate injury notification report within 24 hours from the time the injury occurred or the next available work day when events occur on holidays or weekends. Employees requesting Salary Continuation wages must report the injury within 24 hours from the time injury occurred. Failure to promptly report an injury may result in disciplinary action.

The employee or supervisor shall immediately notify the district safety office. Prompt notification to the safety office is imperative on all injury events so agency personnel can investigate the event thoroughly to record the facts pertaining to the event.

For additional information regarding the worker’s compensation program, contact the district or central office workers compensation representative.

L.    Working Alone

The issue of working alone is best addressed on a case-by-case basis. The assignment of one or more employees to a project/work location shall be made with regard to the type of work to be performed and the risk exposure to those affected.

When an employee is called out after normal working hours for an emergency, the immediate supervisor shall periodically make a follow-up call or check the site to ensure the safety and welfare of the employee.

If there is a serious working alone issue, or the issue cannot be resolved, then the district or central office safety representative shall be the final authority.

When a Bucket Truck is used, (i.e. person in the bucket performing duties) regardless of the type of work, a ground person who has been properly trained on the use of emergency controls must be assigned and on the jobsite while the Bucket Truck is in operation and be ready to safely take over the controls if needed. The training must be documented in ODOT Learn.
 

LI.    Workplace

Occupational safety in the workplace is critical regardless of the physical working location and may pose unique hazards.

•    Open flame candles being used as decorative items, odor control, or for other purposes are not permitted in the work place.
•    Do not leave open file cabinet drawers after filing or retrieving items. Shut them immediately upon completing task.
•    Do not block exits, doors, stairs, aisle ways, fire extinguishers or electrical panels.
•    Keep electrical, telephone, internet cables, or other cords out of aisles and walkways.
•    Keep all work areas clean by throwing away trash, excess paper, cardboard boxes, or other debris.
•    Flammable and combustible materials shall be labeled and properly stored at all ODOT locations.
 
APPENDIX A EM-78
 
APPENDIX B

EM-78 SF Pre-Trip Inspection Form

 
Standard Procedure 220 - 006 (SP)
Effective: November 1, 2018
Page 35
APPENDIX C
STATE VEHICLE EVENT REPORTING

STATE VEHICLE EVENT REPORTING ACCIDENT & CRASHES

SUPERVISOR MUST SIGN COMPLETED S-11 FORM AND IMMEDIATELY FORWARDS TO DISTRICT SAFETY

DISTRICT SAFETY IMMEDIATELY NOTIFIES BHRA, DDD, AND
CENTRAL OFFICE.
 
APPENDIX D
VOLUNTARY USE FORM FOR RESPIRATOR


Respirators are an effective method of protection against designated hazards when properly selected and worn. Respirator use is encouraged, even when exposures are below the exposure limit, to provide an additional level of comfort and protection for workers. However, if a respirator is used improperly or not kept clean, the respirator itself can become a hazard to the worker. Sometimes, workers may wear respirators to avoid exposures to hazards, even if the amount of hazardous substance does not exceed the limits set by OSHA standards. If your employer provides respirators for your voluntary use, or if you provide your own respirator, you need to take certain precautions to be sure that the respirator itself does not present a hazard.

You should do the following:

1.    Read and heed all instructions provided by the manufacturer on use, maintenance, cleaning and care, and warnings regarding the respirators limitations.

2.    Choose respirators certified for use to protect against the contaminant of concern. NIOSH, the National Institute for Occupational Safety and Health of the U.S. Department of Health and Human Services, certifies respirators. A label or statement of certification should appear on the respirator or respirator packaging. It will tell you what the respirator is designed for and how much it will protect you.

3.    Do not wear your respirator into atmospheres containing contaminants for which your respirator is not designed to protect against. For example, a respirator designed to filter dust particles will not protect you against gases, vapors, or very small solid particles of fumes or smoke.

4.    Keep track of your respirator so that you do not mistakenly use someone else's respirator.

I have read and understand the above:

EMPLOYEE:         DATE:      


SAFETY REPRESENTATIVE:         DATE:      
 


 
 
CONFINED SPACE ENTRY PERMIT CONTINUED


 


 
 
CONFINED SPACE ALTERNATE ENTRY FORM

 
SILICA EXPOSURE CONTROL METHODS

 

APPENDIX I
JOB SITE SAFETY SURVEY FORM

 
APPENDIX J

Ohio Utilities Protection Service Locate Work Order
 
1-800-362-2764 or 8-1-1
24 hours a day, 7 days a week, 365 days a year