Plans for Environmental Health & Safety >> 2012 - 2013 Environmental Health & Safety District Program Review

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2012 - 2013 Environmental Health & Safety District Program Review
Whitney Fields
Whitney Fields

Version: 28
Group: 2012 - 2013
Type: District Program Review
Last Modified On: 4/16/2013 2:45:57 PM
Last Modified By: Whitney Fields
State: Submitted (Finalized)
State By: Whitney Fields

Instructions

1. Mission

  1. Assume the reader knows nothing about your unit. Please describe concisely its mission.

To ensure SBCCD compliance with all local, state and federal environmental health & safety regulations. To educate and provide safety and health resources to the campus/district office communities within SBCCD.  

2. Description

  1. Please describe concisely the following characteristics of your unit. Feel free to use both narrative and quantitative information.
    1. Purpose
    2. Functions or services
    3. Clientele(s)
    4. Value of your services to the clientele(s), the Colleges, and the District
    5. Organizational structure and number of personnel by function
    6. Annual budget by object code for the last three years
    7. Hours of operation, location, and other pertinent service characteristics
    8. Significant changes, if any, since the last program review

i. Purpose

Environmental Health and Safety is responsible for development, oversight and management of environmental health and safety programs that protect the environment, provide safe and healthy conditions for work and study and compliance with appliable local, state and federal regulations. Environmental Health & Safety provides safety program development, educational programs, technical assistance, and health and safety services to the campus communities and district offices.

Environmental Health and Safety also functions as a consultant to chancellors, presidents, deans, directors and heads of academic and administrative units, in addition to staff members and students in all areas of environmental health and safety. Environmental Health and Safety provides health and safety investigations as necessary and is based out of the district office.

ii. Functions or services
The following duties are typical for this classification.
1. Oversees, manages, coordinates and administers a comprehensive environmental and occupational health, safety, risk and emergency preparedness programs.
2. Develops, implements, promotes, evaluates and manages the District's environmental and occupational health, safety, risk and emergency preparedness program and activities.
3. Evaluates working conditions and operational practices and inspects District facilities and equipment to identify environmental, occupational health and safety hazards and other violations.
4. Performs, coordinates, facilitates and conducts all environmental, occupational health, safety, risk and emergency preparedness related trainings.
5. Develops educational, technical and promotional materials, posters, brochures, newsletters etc. to create and increase the District's environmental, health, safety and emergency preparedness awareness.
6. Performs investigations of all accidents and incidents independently and in coordination with other regulatory agencies as required.
7. Monitors and evaluates the District's environmental and occupational health, safety and emergency management programs to ensure compliance with CAL OSHA/OSHA and related regulations.
8. Identifies, reports and provides solutions to management regarding employee environmental and occupational health, safety, risk and emergency preparedness programs and regulatory compliance.
9. Assists managers in conducting job hazard analysis and works with managers and employees to correct safety violations and hazards.
10. Advises management on technical and administrative matters related to environmental and occupational health, safety and emergency management programs.
11. Responds, investigates, and identifies all employee complaints and anonymous hazard reportings.
12. Anticipates, prevents and resolves difficult and sensitive inquiries, conflicts and complaints.
13. Serves on the District's Safety Committee.
14. Serves as the liaison with governmental and regulatory agencies.
15. Leads and supervises the work of other employees.
16. Maintains the District's Environmental, Health and Safety website.
17. Performs related duties as required.

iii Cliente

The Environmental Health and Safety division within Business/Fiscal Services serves the District Office, PDC, ATTC, Annex, SBVC and CHC campus sites. Environmental Health & Safety provides services to all employees and is the first contact with regulatory agencies such as Cal-OSHA, EPA and local regulatory enforcement agencies such as County/City fire.

iv. Value of your services to the clientele(s), the Colleges, and the District

Environmental Health and Safety assists the District to maintain or attain compliance with all local, state and federal regulations applicable to environmental, safety and emergency preparedness. EH&S management of the Keenan, Risk Control contract, facilitating procurement of specialized vendors to conduct industrial hygiene/indoor air quality/exposure assessments. EH&S also works closely with the Vice Presidents of Administration at SBVC/CHC to update/create safety policies and procedures and submit annual regulatory reports such as the business plan, the hazardous waste return fees, the hazardous waste bienneal report and other regulatory compliance annual or bi-annual reporting. Other examples of services include safety committee attendance, attending management, classified and faculty meeting to promote safety awareness in the SBCCD. Trekking workers compensation and claims is also and essential duty and assist the district in reduction of costs associated with an increased number of claims. EH&S is also actively involved in planning/preparing the SBBCD for an emergency through excercises, developing and training building captains at all SBBCD sites, developing plans and attaining resources to build Emergency Operations Centers and supplies.

EH&S also conducts monthly live safety training for the SBCCD communities and the campus Maintenance/Operations, Grounds and Custodial departments at SBVC/CHC. EH&S is also involved in managing the online, Keenan Safe Colleges database and making the necessary adjustments to ensure the database is accurate and continues to be user friendly.

v.Organizational structure and number of personnel by function

The Environmental Health & Safety Administrator has straight line reporting to the Business Manager and dotted line reporting to the Vice Chancellor of Fiscal Services. The EH&S Administrator works closely with the Vice Presidents of Administrative Services at SBVC/CHC, the Chief of Police, the CHC Director of Facilities Management at CHC, the M&O Supervisor at SBVC and the Deans in the high risk departments at SBVC, CHC, which include Science, Art, Technical Services and other high risks departments/divisions.

Currently the EH&S Administrator has no direct supervision or administrative support.

vi.Annual budget by object code for the last three years
The budget for the Environmental Health & Safety division has been under development for the past two years, since the EH&S division is new to the organization, the budget is evaluated and revised according to the needs year to year.

vii.Hours of operation, location, and other pertinent service characteristics
Environmental Health & Safety is staffed Monday-Friday, 8AM-5PM, however EH&S conducts traning and responds to emergency situations after hours. The EH&S office is assigned to the District Adminstrative office, however the position requires regular attendance on the campuses for meetings, excercises, trainings, inspections and other safety/risks/emergency preparedness related business.

viii.Significant changes, if any, since the last program review
This would be the first EH&S program review.


 

3. Outcomes and Other Measures of Effectiveness

  1. Identify at least one essential measure of effectiveness for each major operation of the unit. (See Effectiveness Measurement Guidelines and Examples.)
  2. Include at least one baseline measure or measure of progress on a well-defined outcome.
  3. Include at least one measure showing effectiveness in responding to the Colleges’ needs.
  4. For each measure, identify the assessment method you used.
  5. Please summarize the results of the measures you have applied. If results showing trends over time are available, please report them.

1. Increase safety/risk awareness and visibility throughout the SBCCD.

Survey respondents trended with either the unawareness of safety personnel witin the district or an increase in safety presence at the campus sites.

Note: District Environmental Health & Safety's responsibilities and scope continues to increase as the regulatory demands increase. Orginally EH&S was designed to be a support position for the administrators and to facilitate safety related projects and scopes. Ever increasing demands on campus/district adminstrators take them away from day-to-day safety responsibilties although the need for compliance is still prevelant. The survey also indicated that the EH&S Administrator should have assistance in the form of staff resources to meet the needs of the campus communities in complying with safety/risk/emergency preparedness regulatory statue.

Tool to Measure: Annual Survey

2. Improve Safety Training and Training Delivery Tools

The survey respondents again trended in this area with a request for changes in the current live safety/risk control provider. Have an effective database or system to trek safety training.

Note: The safety training database requires susbstantial resources internally to manage and run querries, with the shortage of Human Resources staff and having one individual EH&S staff member, the committement to the safety training database is not profound. Resources allocated to staff to assist in managing the safety training database is key in not only maintaining compliance, but meeting the SBCCD, employees needs for better, more effective training and trekking tools/resources.

Tool to Measure: Annual Survey

4. External Opportunities and Challenges

  1. Describe any external opportunities that might lead to unit improvement over the next three to five years.
  2. Describe any external challenges (e.g., legal requirements, budgetary constraints) that might limit operations or improvement over the next three to five years.

81.3% a. Opportunities

Possible addition to EH&S staff to assist with managing the day-to-day operations, which includes response, data entry, regulatory documentation, recordkeeping, safety program development/review and networking/educating the campus communities in safety/risk/emergency preparedness policies/procedures/resources.

b. External Challenges

Modification or possible elimination of the current risk control contract will put more of a work load on the current EH&S staff member. With the current staffing resources, elimination of the risk control contract would provide less services/resources for safety to the SBCCD communities.

5. Analysis and Evaluation

  1. Analyze the implications of the assessment results and external factors for your unit.
  2. In light of your analysis, what are your unit’s main strengths?
  3. In light of your analysis, what are your unit’s main weaknesses?

a. Overall the Environmental Health & Safety operations survey indicated positive results with 81.3% satisfied or very satisfied and 7% somewhat satisfied.

b. The main strenghts of the EH&S operation indicated were helfullness (81.3%), courtesy (91.7%), and follow-through (79.2%) 

c. The weaknesses of the unit seem to be clarity of the procedures for safety programs.

Currently the Environmental Health & Safety operation functions with the support of key administrators at the campus/district sites, however lack of staffing due to budget contraints will impact the operation.

6. Three-to-Five Year Vision

  1. Describe your unit as you would like it to be three to five years from now.

Environmental Health & Safety should continue to provide environmental health & safety resources to the campus communities in the most efficient way possible. Within three years EH&S should staffed adequatley to continue to provide support services within the SBCCD communities on demand to reduce the SBBCD liability and eliminate the possibility of recieving regulatory citations or notices to comply.

During the next five years we should see the following:

Increased awareness of risk/safety/emergency preparedness programs, better/more accessible online training resources, expressed interests in safety committee membership, development/revision of current safety programs, policies and procedures to meet or exceed the regulatory requirements, to continue to decline in our accident and workers compensation trends as a district.

7. Impact on the Colleges and the District

  1. Describe the most significant relationships with other District operations and College operations.
    1. What major impact does your unit have on them?
    2. .What major impact do they have on your unit?
  2. How do your mission, vision, and goals contribute to the Board Imperatives and the District and/or College mission, vision, strategic directions, and/or goals?

i.What major impact does your unit have on them?
EH&S provides support/services to all of the SBBCD campus communities with a special emphasis on high accident/occupation risk divisions such as M&O/Grounds/Custodial/Science/Technical Divisions and Art divisions.

ii..What major impact do they have on your unit?
Without vital information from the supervisors/managers/administrators in these areas and increased cooperation it would be extremely challenging for EH&S to meet regulatory compliance goals.

The Board Imperative most impacted by EH&S is "IV. Resource Management for Efficiency, Effectiveness & Excellence". This is exhibited in the essential functions of the EH&S division.

8. Other Pertinent Information

  1. Include here any other information you regard as necessary for a full understanding of your unit.

The EH&S division provides technical expertise necessary to develop, implement, coordinate, promote, and evaluate the District’s environmental, occupational health, safety, risk and emergency management programs. The Environmental, Health & Safety Administrator is responsible for ensuring the District’s compliance with all Federal, State, and local environmental and occupational health, safety and emergency management laws and regulations. Representation of duties include:
1. Oversees, manages, coordinates and administers a comprehensive environmental and occupational health, safety, and risk.
2. Develops, implements, promotes, evaluates and manages the District’s environmental and occupational health, safety, risk and emergency preparedness program and activities.
3. Evaluates working conditions and operational practices and inspects District facilities and equipment to identify environmental, occupational health and safety hazards and other violations. Provides follow-up with location administrators regarding the timely correction of noted violations.
4. Develops, coordinates, facilitates and conducts all environmental, occupational health, safety, risk and emergency preparedness related trainings.
5. Develops educational, technical and promotional materials, posters, brochures, newsletters etc. to create and increase the District’s environmental, health, safety and emergency preparedness awareness.
6. Performs investigations of all accidents and incidents independently and in coordination with other regulatory agencies as required.
7. Monitors and evaluates the District’s environmental and occupational health, safety and emergency management programs to ensure compliance with CAL OSHA/OSHA and related regulations.
8. Identifies, reports and provides solutions to management regarding employee environmental and occupational health, safety, risk and emergency preparedness programs and regulatory compliance.
9. Assists managers in conducting job hazard analysis and works with managers and employees to correct safety violations and hazards.
10. Advises management on technical and administrative matters related to environmental and
occupational health, safety and emergency management programs.
11. Responds, investigates, and identifies all employee complaints and anonymous hazard reportings.
12. Anticipates, prevents and resolves difficult and sensitive inquiries, conflicts and complaints.
13. Coordinates with others the development and support of emergency preparedness programs.
14. Serves on the District’s Safety Committee. Participates as needed in campus Safety Committee meetings.
15. Serves as the liaison with governmental and regulatory agencies.
16. Leads and supervises the work of other employees.
17. Maintains the District’s Environmental, Health and Safety website.
18. Performs related duties as required.
 

9. Goals, Objectives, Action Plans, and Resource Requests

  1. Goals (with priority rank) over the next three years
  2. Objectives (with priority rank) under each Goal
  3. Principal Activities under each Objective, if available
  4. Timeline for completion of each Activity or Objective
  5. Person responsible for ensuring completion of each Activity or Objective
  6. Progress on or achievement of a given Goal or Objective does not necessarily require additional resources. For Goals and Objectives that do require resources, enter the following information:
    1. Resources required to achieve Goals and Objectives over the next three years, with description and rationale for each
    2. Identification of associated Goals or Objectives
    3. Type of Resource
      1. Expenditure Category
      2. One-time/Ongoing
    4. Estimated annual cost (or savings) for the next three years
  • 1 - Goal - Attain staffing (Environmental Health & Safety Specialist/Technician)
    Priority Rank:
    1
    Objectives:
    • 1.1 - Objective - Attain staffing (Environmental Health & Safety Specialist/Technician) to increase the effectiveness of EH&S policy and procedures in the District and provide a level of service to the SBCCD communities to ensure continued/increased compliance with all local state and federal, environmental health, safety, emergency preparedness and risk regulations.
      Priority Rank:
      2
      Start Date:
      03/01/2013
      End Date:
      03/01/2014
      Responsible Person:
      Whitney Fields
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 1.1.r1 - Staff Acquisition - EH&S Specialists/Technician
        Description

        Attain one staff member for the Environmental Health & Safety Administrator to support the EH&S/Risk/Emergency Preparedness needs of the SBCCD communities.

        Rationale

        Satisfaction survey results indicate and the EH&S operations dictate a need for additional staff to continue to support the EH&S services and needs of the SBBCD communities. An increase in staff (EH&S Specialist/Technician) would provide the operation more flexibility to be of better service and continue to improve and apply vital details to EH&S programs/development/resources.

        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        First Year Cost/Savings:
        $65,000.00/$0.00
        Second Year Cost/Savings:
        $69,000.00/$0.00
  • 2 - Goal - Provide promotional safety resources for the campus/district communities.
    Priority Rank:
    2
    Objectives:
    • 2.1 - Objective - Provide promotional safety resources for the campus/district communities.
      Priority Rank:
      3
      Start Date:
      03/01/2013
      End Date:
      03/01/2014
      Responsible Person:
      Whitney Fields
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 2.1.r1 - Promotional Resources
        Description

        Provide additional funding for promotional resources and contract services for specialized safety training that would be beneficial to the campus communities, inclusive of safety, risk and emergency preparedness training.

        Rationale

        These fundamental resources would provide the SBBCD communities with increase awareness in safety/emergency preparedness/risk policies, programs and procedures and the training they would need to be an asset to the organization.

        Resource Type:
        Ongoing
        Expenditure Category:
        Services
        First Year Cost/Savings:
        $2,500.00/$0.00
        Second Year Cost/Savings:
        $2,700.00/$0.00

10. Progress Report on Last Cycle's Goals, Objectives, and Actions

  1. Estimate progress to date on each of the last cycle’s Goals, Objectives, and Activities.
  2. Any uncompleted Goals, Objectives, and Activities that are still important should appear in the Goals, Objectives, and Action Plans section above.
  • 1 - Goal - The EH&S program has only had one year of survey/feedback information. This will not be applicable until the 2014 program review.
    Priority Rank:
    1
    Objectives:
    • 1.1 - Objective - NA program is new and survey information has only been attained for a year.
      Priority Rank:
      1
      Original Start Date:
      03/01/2013
      Original End Date:
      03/01/2013
      Revised Start Date:
      03/01/2013
      Revised End Date:
      03/01/2014
      Responsible Person:
      Whitney Fields
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Status Code:
      Work is Planned but not yet firmly scheduled
      Progress Description:

      N/A EH&S program has just started.

      Resource Requests:
      • 1.1.r1 - N/A
        Description

        N/A EH&S program has just started.
         

        Rationale

        N/A EH&S program has just started.
         

        Resource Type:
        Ongoing
        Expenditure Category:
        Other
        Funded:
        No
        Funding Source:
        0

11. Process and Participants

  1. Describe briefly the main steps of the process that produced this report.
  2. List the name and function of each participant in that process.
  3. Include as many members of the unit as possible in the preparation and/or review of this document. It should not be the product of the manager alone or of a small proportion of unit members.
  4. Describe the plan for future assessment cycles, particularly if not all measures were applied in current cycle.

a. Training provided by program review committee member and supervisors.

b. Charlie Ng, Steven Sutorus (Supervisors) and Noemi Elizalde (Program Review Committee Member)

c. Plan will continue to be refined as budgets are bring driven downward.

12. Supporting Documents

There are no supporting documents for this plan.