Chapter 16

Employee Safety and Health

Part Five | Employee Relations

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WHERE WE ARE NOW

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LEARNING OUTCOMES
1. Explain the supervisors role in safety. 2. Explain the basic facts about safety law and OSHA. 3. Answer the question, What causes accidents? 4. List and explain five ways to prevent accidents. 5. Minimize unsafe acts by employees. 6. List five workplace health hazards and how to deal with them. 7. Discuss the prerequisites for a security plan and how to set up a basic security program.

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The Supervisors Role in Safety

Safety is not just a case of legal compliance or humanitarianism. Safety is the employers responsibility. Safety starts with top management commitment. Safety is an essential part of the on-site supervisors job.

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Occupational Safety Law

Occupational Safety and Health Act
The law passed by Congress in 1970 to assure so far as

possible safe and healthful working conditions and to preserve human resources.

Occupational Safety and Health Administration (OSHA)

The agency created within the Department of Labor to set safety

and health standards for almost all workers in the United States.

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OSHA Standards and Record Keeping

OSHA Standards
OSHA sets general industry standards, maritime standards,

construction standards, other regulations and procedures, and issues a field operations manual.

Record Keeping
Employers with 11 or more employees must maintain records

of, and report, occupational injuries and occupational illnesses.

Occupational illness

Any abnormal condition or disorder caused by exposure to environmental factors associated with employment.

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FIGURE 161

OSHA Standards Example

Guardrails not less than 2 4 or the equivalent and not less than 36 or more than 42 high, with a midrail, when required, of a 1 4 lumber or equivalent, and toeboards, shall be installed at all open sides on all scaffolds more than 10 feet above the ground or floor. Toeboards shall be a minimum of 4 in height. Wire mesh shall be installed in accordance with paragraph [a] (17) of this section.

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FIGURE 162 What Accidents Must Be Reported Under the Occupational Safety and Health Act?

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FIGURE 163 Form Used to Record Occupational Injuries and Illnesses

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OSHA Inspection Priorities

Inspections of imminent danger situations Inspections of catastrophes, fatalities, and accidents that have already occurred Inspections related to valid employee complaints of alleged violation standards Periodic, special-emphasis inspections aimed at high-hazard industries, occupations, or substances Random inspections and reinspections

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Citations and Penalties

Citation
Is a summons informing employers and employees

of the regulations and standards that have been violated in the workplace.

Penalties
Are calculated based on the gravity of the violation

and usually take into consideration factors like the size of the business, the firms compliance history, and the employers good faith.

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FIGURE 164 Most Frequently Cited Hazards

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Inspection Guidelines
Initial Contact
Refer inspector to the companys OSHA coordinator. Check inspectors credentials. Ask inspector why he or she is inspecting the workplace:

Complaint? Regular scheduled visit? Fatality or accident follow-up? Imminent danger?

If the inspection stems from a complaint, you are entitled

to know whether the person is a current employee, though not the persons name.
Notify your counsel.

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Inspection Guidelines (contd)

Opening Conference
Establish focus and scope of the planned inspection. Discuss procedures for protecting trade secret areas. Show inspector that you have safety programs in place.

He or she may not go to the work floor if paperwork is complete and up to date.

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Inspection Guidelines (contd)

Walk-Around Inspection
Accompany the inspector and take detailed notes. If inspector takes a photo or video, you should, too. Ask for duplicates of all physical samples and copies

of all test results.

Be helpful and cooperative, but dont volunteer information. To the extent possible, immediately correct any violation

the inspector identifies.

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Responsibilities and Rights of Employers

Employer Responsibilities
To meet the duty to provide a workplace free from

recognized hazards.
To be familiar with mandatory OSHA standards.
To examine workplace conditions to make sure

they conform to applicable standards.

Employer Rights
To seek advice and off-site consultation from OSHA. To request and receive proper identification of the OSHA

compliance officer before inspection.

To be advised by the compliance officer of the reason

for an inspection.

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Responsibilities and Rights of Employees

Employee Responsibilities
To comply with all applicable OSHA standards. To follow all employer safety and health rules and regulations. To report hazardous conditions to the supervisor.

Employee Rights
The right to demand safety and health on the job

without fear of punishment.

OSHA cannot cite employees for violations of their responsibilities.

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FIGURE 165 OSHA Safety Poster

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Dealing with Employee Resistance

The employer is liable for any penalties that result from employees noncompliance with OSHA standards.
Ways to gain compliance

Bargain with the union for the right to discharge or discipline an employee who disobeys an OSHA standard.
Establish a formal employer-employee arbitration process for resolving OSHA-related disputes. Use positive reinforcement and training for gaining employee compliance.

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10 Ways To Get into Trouble with OSHA

1. 2. 3. Ignore or retaliate against employees who raise safety issues. Antagonize or lie to OSHA during an inspection. Keep inaccurate OSHA logs and have disorganized safety files.

4.
5.

Do not correct hazards OSHA has cited you for and ignore commonly cited hazards.
Fail to control the flow of information during and after an inspection.

6.
7. 8.

Do not conduct a safety audit, or identify a serious hazard and do nothing about it.
Do not use appropriate engineering controls. Do not take a systemic approach toward safety.

9.

Do not enforce safety rules.

10. Ignore industrial hygiene issues.

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What Causes Accidents?

Basic Causes of Accidents

Chance occurrences

Unsafe conditions

Employees unsafe acts

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Improperly guarded equipment

Improper ventilation

Defective equipment

Unsafe Conditions
Improper illumination Hazardous procedures

Unsafe/Untidy storage

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FIGURE 166 Checklist of Mechanical or Physical AccidentCausing Conditions

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FIGURE 167 Online Safety Inspection Checklist

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FIGURE 168 Cut-Resistant Gloves Web Ad

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FIGURE 169

Employee Safety Responsibilities Checklist

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TABLE 161

Reducing Unsafe Conditions and Acts: A Summary

Reduce Unsafe Conditions Identify and eliminate unsafe conditions. Use administrative means, such as job rotation. Use personal protective equipment. Reduce Unsafe Acts Emphasize top management commitment. Emphasize safety. Establish a safety policy. Reduce unsafe acts through selection. Provide safety training. Use posters and other propaganda. Use positive reinforcement. Use behavior-based safety programs. Encourage worker participation. Conduct safety and health inspections regularly.
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Controlling Workers Compensation Costs

Before the Accident
Communicate written safety and substance abuse

policies to workers and then strictly enforce policies.

After the Accident

Be proactive in providing first aid, and make sure

the worker gets quick medical attention.

Make it clear that you are interested in the injured

worker and his or her fears and questions.

Document the accident; file required reports. Encourage a speedy return to work.

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Workplace Health Hazards: The Basic Industrial Hygiene Program

Recognition:
Identification of a possible hazard

Evaluation: Assessing the severity of the hazard

Control: Elimination or reduction of the hazard

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TABLE 162

OSHA Substance-Specific Health Standards Substance Asbestos Vinyl chloride Inorganic arsenic Lead Cadmium Benzene Permissible Exposure Limits .1001 .1017 .1018 .1025 .1027 .1028

Coke oven emissions

Cotton dust 1,2-Dibromo-3-chloropropane Acrylonitrile Ethylene oxide Formaldehyde 4,4-Methylene-dianaline Methylene chloride

.1029
.1043 .1044 .1045 .1047 .1048 .1050 .1051

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Workplace Exposure Hazards

Chemicals and other hazardous materials Excessive noise and vibrations Temperature extremes Biohazards, including those that are normally occurring and man-made Ergonomic hazards of poorly designed equipment that forces workers to do jobs while contorted in unnatural positions Slippery floors and blocked passageways

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Infectious Diseases in the Workplace

Steps to prevent entry or spread of diseases:
1. Closely monitor Centers for Disease Control and Prevention (CDC) travel alerts at www.cdc.gov.

2. Provide daily medical screenings for employees returning from infected areas.
3. Deny access to your facility for 10 days to employees or visitors returning from affected areas.

4. Tell employees to stay home if they have a fever or respiratory system symptoms.
5. Clean work areas and surfaces regularly. 6. Stagger breaks. Offer several lunch periods to reduce overcrowding. 7. Emphasize the importance of frequent hand washing and make sanitizers containing alcohol easily available.
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Substance Abuse: Supervisor Training

If an employee appears to be under the influence of drugs or alcohol:
Ask how the employee feels and look for signs of

impairment such as slurred speech.

Do not allow an employee judged unfit to continue

working. Send employee for medical care or home.

Make a written record of your observations and

follow up each incident.

Inform workers of the number of warnings the

company will tolerate before requiring termination.

Refer troubled employees to the companys

employee assistance program.

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TABLE 163

Observable Behavior Patterns Indicating Possible Alcohol-Related Problems

Some Possible Signs of Alcoholism Problems Arrives at work late Untrue statements Leaves work early Frequent absences, especially on Mondays Colleagues mentioning erratic behavior Mood swings Anxiety Late returning from lunch Frequent multi-day absences Personal neglect Unsteady gait Violent outbursts Blackouts and frequent forgetfulness Possible drinking on job Some Possible Alcoholism Performance Issues Reduced job efficiency Misses deadlines Accidents Warnings from boss Noticeably reduced performance

Alcoholism Stage
Early

Middle

Advanced

Frequent falls, accidents Strong disciplinary actions Basically incompetent performance

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Legal Aspects of Workplace Substance Abuse

Employer compliance with the Drug-Free Workplace Act requires:
Publication of a policy prohibiting the unlawful manufacture,

distribution, dispensing, possession, or use of controlled substances in the workplace.

Establishment of a drug-free awareness program that informs

employees about the dangers of workplace drug abuse.

Informing employees that they are required, as a condition of

employment, not only to abide by the employers policy but also to report any criminal convictions for drug-related activities in the workplace.

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Dealing with Substance Abuse

Disciplining

Referral to an outside agency

When an Employee Tests Positive

Discharge

In-house counseling

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Stress Factors and Their Consequences

Workplace factors
Work schedule Pace of work Job security worries Route to and from work Workplace noise Poor supervision The number and nature

Human Consequences
Anxiety Depression Anger Cardiovascular disease Headaches

Employer Consequences
Diminished quantity and

of customers or clients

Personal Factors
Personality type Non-job factors

quality of performance Increased absenteeism and turnover Workplace violence

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Reducing Job Stress: Personal

Build rewarding, pleasant, cooperative relationships. Dont bite off more than you can chew. Build an effective and supportive relationship with your boss.

Negotiate with your boss for realistic deadlines on projects.

Learn as much as you can about upcoming events and get as much lead time as you can to prepare for them. Find time every day for detachment and relaxation. Take a walk to keep your body refreshed and alert. Find ways to reduce unnecessary noise. Reduce trivia in your job; delegate routine work. Limit interruptions. Dont put off dealing with distasteful problems. Make a worry list that includes solutions for each problem. Get more and better quality sleep. Practice meditation when stressed.
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Reducing Job Stress: Organizational

Provide supportive supervisors. Ensure fair treatment for all employees. Reduce personal conflicts on the job. Have open communication between management and employees. Support employees efforts, for instance, by regularly asking how they are doing. Ensure effective job-person fit, since a mistake can trigger stress. Give employees more control over their jobs.

Provide EAP including professional counseling.

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Employee Stress-Reduction

Primary Intervention

Ensuring that job designs and workflows are correct Using individual employee assessment, attitude surveys to find sources of stress
Rehabilitation through employee assistance programs and counseling

Intervention

Rehabilitation

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Burnout
Burnout
The total depletion of physical and mental resources caused

by excessive striving to reach an unrealistic work-related goal.

Recovering from burnout:

Break the usual patterns to achieve a more well-rounded life. Get away from it all periodically to think alone.

Reassess goals in terms of their intrinsic worth and attainability.

Think about work: could the job be done without being so

intense?

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Employee Depression
Warning signs of depression (if they last for more than 2 weeks) include:
Persistent sad, anxious, or empty moods Sleeping too little Reduced appetite Loss of interest in activities once enjoyed

Restlessness or irritability
Difficulty concentrating

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Other Safety and Health Issues

Computer-Related Ergonomic Problems
Avoiding cumulative motion disorders 1. Employees should take a 35 minute break from working at the computer every 2040 minutes, and use the time for other tasks. 2. Design maximum flexibility and adaptability into the workstation. Dont stay in one position for long periods. 3. Reduce glare with devices such as shades over windows and recessed or indirect lighting. 4. Give workers a complete preplacement vision exam to ensure properly corrected vision for reduced visual strain. 5. Allow for positioning wrists at the same level as the elbow. 6. Put the screen at or just below eye level, at a distance of 18 to 30 inches from the eyes. 7. Let the wrists rest lightly on a pad for support. 8. Put the feet flat on the floor or on a footrest.
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Other Safety and Health Issues

Workplace Smoking
Costs

Higher health and fire insurance costs Increased absenteeism Reduced productivity Secondhand smoke Remedies Ban smoking in the workplace Do not hire smokers Fire smokers who wont quit

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Violence at Work
Steps to Reduce Workplace Violence:
Institute heightened security measures Improve employee screening Provide workplace violence training Provide organizational justice Pay enhanced attention to employee retention/dismissal Take care when dismissing violent employees Deal promptly with angry employees Understand the legal constraints on reducing workplace violence

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Identifying Potentially Violent Employees

An act of violence on or off the job Erratic behavior evidencing a loss of awareness of actions Overly defensive, obsessive, or paranoid tendencies Overly confrontational or antisocial behavior Sexually aggressive behavior Isolationist or loner tendencies Insubordinate behavior with a suggestion of violence Tendency to overreact to criticism Exaggerated interest in war, guns, violence, catastrophes The commission of a serious breach of security Possession of weapons, guns, knives at the workplace Violation of privacy rights of others Chronic complaining and frequent, unreasonable grievances A retribution-oriented or get-even attitude
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Dismissing Violent Employees

Analyze and anticipate, based on the persons history, what kind of aggressive behavior to expect. Have a security guard nearby when the dismissal takes place.

Clear away furniture and things the person might throw.

Dont wear loose clothing that the person might grab. Dont make it sound as if youre accusing the employee; instead, say that according to company policy, youre required to take action.

Maintain the persons dignity and emphasize something good about the employee.
Provide job counseling for terminated employees, to help get the employee over the traumatic post-dismissal adjustment.

Consider obtaining restraining orders against those who have exhibited a tendency to act violently in the workplace.

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Dealing with Angry Employees

Make eye contact. Stop what you are doing and give your full attention. Speak in a calm voice and create a relaxed environment. Be open and honest. Let the person have his or her say.

Ask for examples of what the person is upset about.

Be careful to define the problem. Ask open-ended questions/explore all sides of the issue.

Listen: Often, angry people simply want a supportive, empathic ear from someone they can trust.
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FIGURE 1610

Safety, Security, and Emergency Planning Initiatives Following Terrorist Incidents

Percent of Employers

Initiatives

(146)
Safety and Security Personal protective equipment New/more stringent building entry procedures Restricted access to some areas Closed entrances/areas New/additional security personnel Extended work hours for security personnel New security devices (e.g., metal detectors) New/more stringent applicant screening Physical barriers to building entry Emergency Planning and Disaster Recovery Review emergency/disaster recovery plan(s) Revise emergency/disaster recovery plan(s) New/revised evacuation drills Form committee or task force to address emergency planning/disaster recovery Develop emergency/disaster recovery plan(s) Develop/revise procedures for data backup Develop/revise procedures for tracking employee whereabouts 46 32 23 15 14 14 10 46% 43 19 17 12 10 10 7 5

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Occupational Security and Safety

Basic Prerequisites for Crime Prevention Plan
1. 2. 3. 4.

Company philosophy and policy on crime Investigations of job applicants Security awareness training Crisis management

Setting Up a Basic Security Program

Analyzing the current level of risk Installing natural, mechanical, and organizational security systems

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Assessing Current Level of Risk

Access to reception area

Mail handling

Interior security

Initial Threat Assessment

Evacuation procedures

Authorities involvement

Data backup systems

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Evacuation Plans
Evacuation contingency plans should contain:
Methods for early detection of a problem. Methods for communicating the emergency externally. Communications plans for initiating an evacuation. Communications plans for those the employer wants

to evacuate that provide specific information about the emergency, and let them know what action they should take next.

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Company Security and Employee Privacy

To investigate employees for potential security breaches:
1. Distribute a policy that says the firm reserves the right to inspect and search employees, their personal property, and all company property. 2. Train investigators to focus on the facts and avoid making accusations.

3. Make sure investigators know that employees can request that an employee representative be present during the interview.
4. Make sure all investigations and searches are evenhanded and nondiscriminatory.

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FIGURE 1611 Self-Inspection Safety and Health Checklist

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KEY TERMS
Occupational Safety and Health Act of 1970 Occupational Safety and Health Administration (OSHA) occupational illness citation unsafe conditions behavior-based safety burnout

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All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.

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