ADS Chapter 529 - Occupational Safety and Health Program for USAID Washington Facilities

ADS Chapter 529

Occupational Safety and Health Program

for USAID Washington Facilities

Partial Revision Date: 04/02/2020

Responsible Office: M/MS/HMD

File Name: 529_040220

04/02/2020 Partial Revision

ADS Chapter 529

Functional Series 500 – Management Services

ADS 529 - Occupational Safety and Health Program

POC for ADS 529: Chris Orbits, (202) 712-1603, [email protected]

Table of Contents

529.1 OVERVIEW ................................................................................ 4

529.2 PRIMARY RESPONSIBILITIES ................................................ 4

529.3 POLICY DIRECTIVES AND REQUIRED PROCEDURES ........ 5

529.3.1 Official Responsibilities .......................................................................... 5

529.3.2 Agency Smoking Policy and Regulations ............................................. 9

529.3.3 Agency Vehicle Safety Belt Policy ....................................................... 10

529.3.4 Distracted Driving .................................................................................. 10

529.3.4.1 Texting and Driving .................................................................................. 11

529.3.5 Agency Hazard Communication Program ........................................... 11

529.3.6 USAID Occupational Safety and Health (OS&H) Staff ........................ 11

529.3.7 Electrical Hazards Program .................................................................. 14

529.3.7.1 Improper Use of Portable Electrical Equipment ....................................... 14

529.3.8 Fire Prevention Program ....................................................................... 15

529.3.9 Housekeeping ........................................................................................ 16

529.3.10 Basic Office Safety ................................................................................ 17

529.3.11 Office Ergonomics ................................................................................. 18

529.3.12 Reporting ................................................................................................ 19

529.3.13 Accident Investigation ........................................................................... 21

529.3.14 Root Cause Analysis During Incident Investigation ........................... 22

529.3.15 Abatement .............................................................................................. 23

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529.3.16 Occupational Safety and Health Committees ...................................... 24

529.3.17 Freedom from Reprisal .......................................................................... 26

529.3.18 Health and Safety Program Evaluation ................................................ 27

529.4 MANDATORY REFERENCES ................................................ 27

529.4.1 External Mandatory References ........................................................... 27

529.4.2 Internal Mandatory References ............................................................ 27

529.5 ADDITIONAL HELP ................................................................. 28

529.6 DEFINITIONS ........................................................................... 28

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ADS 529 - Occupational Safety and Health Program

529.1 OVERVIEW

Effective Date: 12/29/2016

This chapter specifies the policies and procedures covering USAID's domestic

Occupational Safety and Health Program, including:

 Goals and objectives for reducing and eliminating occupational accidents,

injuries, and illnesses;

 Plans and procedures for evaluating the Agency’s occupational safety and health

program effectiveness at all operational levels; and

 Priorities with respect to the factors that cause occupational accidents, injuries,

and illnesses in the Agency’s workplaces so that appropriate corrective actions

can be taken.

529.2 PRIMARY RESPONSIBILITIES

Effective Date: 12/29/2016

a. The USAID Administrator is responsible for the strategic/policy-level oversight

and direction of the USAID Occupational Safety and Health Program.

b. The Assistant Administrator, Bureau for Management (AA/M) is responsible

for the overall management and administration of comprehensive Occupational Safety

and Health Programs and serves as the USAID Designated Agency Safety and Health

Official (DASHO).

c. USAID's Occupational Safety and Health Management Coordinator is the

USAID Safety Manager within the Bureau for Management, Office of Management

Services, Headquarters Management Division (M/MS/HMD). The USAID Safety

Manager is responsible for operational-level oversight and implementation of applicable

laws, regulations, and policies.

d. Executive Officers (EXOs) assist Mission Directors in administering USAID's

overseas Occupational Safety and Health Programs at USAID Missions. For

information on USAID’s overseas programs refer to 15 FAM 950 or contact M/MS/OMD

for more information.

e. Administrative Management Staff (AMS) assists USAID/Washington

(USAID/W) Bureaus and Independent Offices (B/IOs) in administering USAID's

Occupational Safety and Health programs.

f. Supervisors, to the extent of their authority, provide Agency staff with a place of

employment free from hazards that may cause injury or illness, including:

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1) Complying with the policies in this ADS chapter regarding occupational

safety and environmental health;

2) Eliminating or reducing workplace hazards in accordance with 29 CFR

1910;

3) Instructing Agency staff on the use of safe work practices; and

4) Reporting any injury or illness as prescribed by U.S. DOL Publication

CA-810 (Rev. 2009).

g. The USAID Safety Manager in M/MS/HMD provides top management officials

with orientation and other learning experiences which will enable them to manage the

Occupational Safety and Health Program. The USAID Safety Manager serves as the

USAID Occupational Safety and Health Management Coordinator.

h. Agency Staff are responsible for complying with this ADS chapter for policies on

Occupational Safety and Health Programs.

529.3 POLICY DIRECTIVES AND REQUIRED PROCEDURES

Effective Date: 12/29/2016

The Agency must attempt to prevent Agency staff member injuries and illnesses, and

ensure, to the extent possible, that every Agency staff member has a safe and healthy

working environment. It is essential for the heads of B/IOs, supervisory staff, and all

Agency staff to observe and adhere to occupational safety and health practices in order

to achieve USAID policy objectives.

529.3.1 Official Responsibilities

Effective Date: 12/29/2016

a. The USAID Administrator is:

1) Required by 29 CFR 1960.8 to furnish each Agency staff member with a

place of employment that is free from recognized hazards that are causing

or are likely to cause death or serious physical harm;

2) Required by 29 CFR 1960.7(a) to ensure that the Agency’s budget

submission includes appropriate financial and other resources to

effectively implement and administer the Agency’s occupational safety and

health program;

3) Required by 29 CFR 1960.11 to ensure that any performance evaluation

of any management official in charge of a USAID facility, any supervisory

Agency staff member, or other appropriate management official, measures

that Agency staff member’s performance in meeting requirements of the

Agency occupational safety and health program, consistent with the

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Agency staff member’s assigned responsibility and authority, and taking

into consideration any applicable regulations of the Office of Personnel

Management (OPM) or other appropriate authority;

4) Required in accordance with 29 CFR 1960.12(e) to promote Agency staff

member awareness of occupational safety and health matters through

their ordinary information channels, such as newsletters, bulletins, and

handbooks;

5) Required in accordance with 29 CFR 1960.18(a) to adopt emergency,

temporary, and permanent supplementary standards as necessary and

appropriate for application to working conditions of Agency staff for which

there exists no appropriate OSHA standards. In order to avoid duplication

of effort, the USAID Administrator will notify the Secretary of Labor of the

subject matter of such a standard when the development of the standard

begins; and

6) In accordance with 29 CFR 1960.26(b)(1) for the purpose of assuring safe

and healthful working conditions for Agency staff of agencies, the USAID

Administrator will authorize safety and/or health inspectors:

i. To enter without delay, and at reasonable times, any building,

installation, facility, construction site, or other area, workplace, or

environment where work is performed by Agency staff members of

the Agency;

ii. To inspect and investigate during regular working hours and at

other reasonable times, and within reasonable limits and in a

reasonable manner, any such place of employment and all

pertinent conditions, structures, machines, apparatus, devices,

equipment, and materials therein; and

iii. To question privately any Agency staff member, and/or any Agency

supervisory employee, and/or any official in charge of an

establishment.

b. The Assistant Administrator, Bureau for Management (AA/M) serves as the USAID

Designated Agency Safety and Health Official (DASHO). The DASHO:

1) Ensures that adequate program direction, budget, and staff are provided

to implement the worldwide program at all operational levels;

2) Ensures appropriate resources for the Agency’s Occupational Safety and

Health Program comply with 29 CFR 1960.7; and including (but not limited

to) sufficient personnel to implement and administer the program at all

levels, including necessary administrative costs such as training, travel,

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and personal protective equipment; reduction of unsafe or unhealthful

working conditions relative to Agency operations or facilities; safety and

health sampling, testing, and diagnostic and analytical tools and

equipment, including laboratory analyses; any necessary contracts to

identify, analyze, or evaluate unsafe or unhealthful working conditions and

operations; program promotional costs such as publications, posters, or

films; technical information, documents, books, standards, codes,

periodicals, and publications; and medical surveillance programs for

Agency staff; and

3) Coordinates with the Department of State, Public Health Service, National

Safety Council, Federal Emergency Management Agency (FEMA),

General Services Administration (GSA), and other federal, state, and local

authorities, as necessary.

c. USAID's Occupational Safety and Health Management Coordinator:

1) Coordinates the development and issuance of USAID policies to comply

with federal safety laws and Occupational Safety and Health

Administration (OSHA) regulations;

2) Serves as USAID's focal point for all occupational safety and health

matters, and also as a liaison with other federal, state, and local agencies;

3) Resolves Agency staff safety reports concerning workplace conditions;

4) Coordinates annual inspections of USAID offices and facilities;

5) Attends meetings of the Metropolitan Washington Federal Safety and

Health Council;

6) Participates on USAID's Occupational Safety and Health Advisory

Committee (OSHAC);

7) Coordinates safety and health training for Agency support staff personnel;

8) Prepares the Agency's annual report for the DASHO to the Secretary of

Labor;

9) Provides copies of applicable laws, regulations, policies, and other

program elements upon request to staff and/or employee representatives

for review;

10) Visibly posts in each USAID Washington facility—and keeping posted—

a poster informing Agency staff of the provisions of Executive Order

12196; OSHA required information; details of the Agency’s procedures

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for responding to reports by Agency staff of unsafe or unhealthful

working conditions, and to allegations of discrimination or reprisal due to

participation in safety and/or health activities; the location where Agency

staff may obtain information about the Agency’s occupational safety and

health program (including full text of Agency occupational safety and

health standards; relevant information about any Agency safety and

health committees; and the Agency occupational safety and health

program information;

11) Submits a copy of the Agency’s poster to the Secretary of Labor; and

12) Annually inspects all areas and operations of each workplace. More

frequent inspections will be conducted in all workplaces where there is

an increased risk of injury, accident, or illness due to the nature of the

work performed. The USAID Safety Manager must conduct increased

unannounced inspections and unannounced follow-up inspections to

ensure the identification and reduction of hazardous conditions. When

situations arise involving multiple agencies’ responsibilities for conditions

affecting Agency staff safety and health, coordination of inspection

functions is encouraged. The USAID Occupational and Safety Manager

will determine, in advance of an Inspection, the actual work procedures

and conditions to be inspected, in order to have the proper equipment

available to conduct an effective inspection.

d. The USAID Safety Manager provides top management officials with orientation and

other learning experiences which will enable them to manage the Occupational

Safety and Health Program. Such orientation should include coverage of Executive

Order 12196 and the Agency safety and health program.

The USAID Safety Manager provides occupational safety and health training for

supervisory employees that includes: supervisory responsibility for providing and

maintaining safe and healthful working conditions for Agency staff, the Agency

Occupational Safety and Health Program, Executive Order 12196, occupational

safety and health standards applicable to the assigned workplaces, Agency

procedures for reporting hazards, Agency procedures for reporting and investigating

allegations of reprisal, and Agency procedures for the reduction of hazards, as well

as other appropriate rules and regulations.

This supervisory training must include introductory and specialized courses and

materials which will enable supervisors to recognize and eliminate or reduce

occupational safety and health hazards in their working units. Such training should

also include the development of requisite skills in managing the Agency's safety and

health program within the work unit, including the training and motivation of

subordinates toward assuring safe and healthful work practices.

e. Agency staff will:

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1) Use safety equipment, personal protective equipment, and other devices and

procedures provided or directed by the Agency and necessary for their

protection;

2) Have the right to report unsafe and unhealthful working conditions to

appropriate officials, such as supervisors and USAID Health, Safety &

Emergency Management personnel;

3) Be authorized official time to participate in occupational safety and health

training and other activities; and

4) Immediately report to their supervisor any work-related injury or illness

occurring on the job, completing the form CA-1, Notice of Traumatic Injury

and Claim for Continuation of Pay/Compensation, within 30 days, and filing it

with the USAID Workers Compensation Unit, HCTM.

f. Collateral Duty Safety and Health Personnel must be designated by the Assistant

Administrator or Director of each Bureau/Independent Office within the Agency. The

USAID Safety Manager will provide training for collateral duty safety and health

personnel and all members of certified occupational safety and health committees

corresponding with the scope of their assigned responsibilities. Such training will

include: the Agency Occupational Safety and Health Program; Executive Order

12196; Agency procedures for the reporting, evaluation and reduction of hazards;

Agency procedures for reporting and investigating allegations of reprisal, the

recognition of hazardous conditions and environments; identification and use of

occupational safety and health standards, and other appropriate rules and

regulations.

g. Bargaining Unit Personnel: The USAID Safety Manager offers occupational safety

and health training for Agency staff who are representatives of employee groups,

such as labor organizations which are recognized by the Agency. This training

includes both introductory and specialized courses and materials that will enable

such groups to function appropriately in ensuring safe and healthful working

conditions and practices in the workplace and enable them to effectively assist in

conducting workplace safety and health inspections.

529.3.2 Agency Smoking Policy and Regulations

Effective Date: 12/29/2016

Smoking and "vaping" is prohibited in USAID-occupied and -controlled space buildings

in the U.S. and U.S.-owned buildings around the world, including multi-tenant buildings

and official vehicles. Smoking is defined as the use of a lighted cigarette, cigar, pipe, or

other tobacco product. Vaping is a term that originates from “vaporizing,” which means

using electronic cigarettes (e-cigarettes). E-cigarettes are smokeless nicotine devices

typically consisting of a metal tube containing an atomizer, a battery, and a cartridge

filled with liquid nicotine. International conferences and meetings attended

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predominantly by non-U.S. citizens are exempt from this policy. This exemption is

confined to a specific designated area at the conference site only for the duration of the

conference.

Supervisors must authorize a reasonable period of administrative leave so

smokers can attend smoking cessation programs. Supervisors must ensure that

the smoking ban is adhered to in their locations and must exercise reasonable

judgment when enforcing this policy. Initial violations must be handled by

counseling. If counseling is unsuccessful, supervisors must follow standard

disciplinary or grievance procedures in accordance with ADS 487, Disciplinary

and Adverse Actions Based Upon Employee Misconduct – Civil Service or

other applicable rules, regulations, and/or policy. Agency staff must not attempt

to personally enforce this policy, but must report violations to their immediate

supervisor.

529.3.3 Agency Vehicle Safety Belt Policy

Effective Date: 04/02/2020

In accordance with Executive Order (E.O.) 13043, each Federal employee occupying

any seating position of a motor vehicle on official business, whose seat is equipped with

a seat belt, must have the seat belt properly fastened at all times when the vehicle is in

motion.

529.3.4 Distracted Driving

Effective Date: 04/02/2020

Driver safety is always a top priority for USAID’s fleet programs. The biggest risk to

driver safety is distracted driving. Distracted driving is any activity that could divert a

person's attention away from the primary task of driving. All distractions endanger the

driver, passenger, and bystander safety. These types of distractions include:

 Texting,

 Mobile phone use,

 Eating and drinking,

 Talking to passengers,

 Grooming,

 Reading,

 Using a navigation system,

 Watching a video.

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529.3.4.1 Texting and Driving

Effective Date: 04/02/2020

In accordance with E.O. 13513, Federal employees must not engage in text messaging

when driving government-owned vehicles (including owned, rented, and/or leased

vehicles), or when driving privately-owned vehicles while on official government

business, or when using electronic equipment supplied by the government while driving.

529.3.5 Agency Hazard Communication Program

Effective Date: 12/29/2016

The USAID Hazard Communication Program is worldwide and applies to all USAID

facilities using hazardous chemicals. The Hazard Communication Standard (29 CFR

1910) requires employers to determine the types of chemicals in the workplace, usually

by inventory, provide this information to their Agency staff member, and train Agency

staff in the safe use and proper handling of the chemicals they use in the workplace.

USAID managers and supervisors must comply with the Hazard Communication

Standard and inform Agency staff using hazardous chemicals through the use of

inventories, labeling, material safety data sheets (MSDS), and formal training

programs.

529.3.6 USAID Occupational Safety and Health (OS&H) Staff

Effective Date: 12/29/2016

USAID's OS&H staff in the Bureau for Management, Office of Management Services

(M/MS) must publicize the Federal Safety Program goals within the Agency. These

goals are to develop and maintain programs, policies, and procedures to provide a safe

workplace. USAID OS&H staff and Health, Safety & Emergency Management

personnel have the authority to act in order to prevent a mishap or any unsafe situation,

including but not limited to the following:

 Indefinitely halting any operation and/or function,

 Properly documenting and removing unsafe items from the workplace for

safekeeping,

 Ordering the remediation of any unsafe worksite or working conditions, and

 Taking any other reasonable action to prevent or mitigate unsafe behavior or

conditions.

As defined in 29 CFR 1960.25(a), inspectors are "personnel with equipment and

competence to recognize hazards." USAID Health, Safety and Emergency

Management inspectors are qualified to recognize and evaluate hazards of the working

environment and will conduct assessments and suggest general abatement procedures.

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Safety and health specialists as defined in 29 CFR 1960.2(s), with experience and/or

up-to-date training in occupational safety and health hazard recognition and evaluation,

are considered as meeting the qualifications of safety and health inspectors.

For those working environments where there are fewer complex hazards, such safety

and health specializations as cited above may not be required. However, inspectors in

such environments will have documented training and/or experience in the safety and

health hazards of the workplace involved to recognize and evaluate those particular

hazards and to suggest general abatement procedures.

M/MS/HMD must provide all inspection personnel with the equipment necessary to

conduct a thorough inspection of the workplace involved. Whenever, and as soon as it

is concluded on the basis of an inspection, a danger exists which could reasonably be

expected to cause death or serious physical harm immediately, the inspector must

inform the affected Agency staff and official in charge of the workplace of the danger.

The official in charge of the workplace, or a person empowered to act for that official,

must undertake immediate abatement and the withdrawal of Agency staff who are not

necessary for reduction of the dangerous conditions. In the event the official in charge

of the workplace needs assistance to undertake full abatement, that official will promptly

contact the DASHO and other responsible Agency officials, who will assist the

abatement effort. Safety and health committees and representatives of the Agency staff

will be informed of all relevant actions.

At the conclusion of an inspection, the inspector must confer with the official in charge

of the workplace or that official's representative, and with an appropriate representative

of the Agency staff of the establishment, and informally advise them of any apparent

unsafe or unhealthful working conditions disclosed by the inspection. During any such

conference, the official in charge of the workplace and the employee representative will

be afforded an opportunity to bring to the attention of the inspector any pertinent

information regarding conditions in the workplace. The inspector will—in writing—

describe with particularity the procedures followed in the inspection and the findings

which form the basis for the issuance of any Notice of Unsafe or Unhealthful Working

Conditions—also known as a “Notice of Violation”.

Upon receipt of any notice of an unsafe or unhealthful working condition, the official in

charge of a workplace must immediately post such notice, or copy thereof, unedited,

except for reason of national security, at or near each place an unsafe or unhealthful

working condition referred to in the notice exists or existed. In addition, the official in

charge of the workplace must also post a notice informing if any special procedures are

in effect. Where, because of the nature of the workplace operations, it is not practicable

to post the notice at or near each such place, the official must post such notice,

unedited, except for reason of national security, in a prominent place where it will be

readily observable by all affected Agency staff. For example, where workplace activities

are physically dispersed, the notice may be posted at the location to which Agency staff

report each day. In places where Agency staff members do not primarily work at or

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report to a single location, the notice may be posted at the location from which the

Agency staff operate to carry out their activities. Each notice of an unsafe or unhealthful

working condition, or a copy thereof, must remain posted until the unsafe or unhealthful

working condition has been abated or for three working days—whichever is later. The

USAID Safety Manager will file and maintain a copy of the notice for a period of five

years after abatement at the establishment.

Inspectors will be in charge of inspections and may interview any Agency staff member

in private if the inspector deems it necessary. A representative of the official in charge

of a workplace and a representative of Agency staff will be given an opportunity to

accompany inspectors during the physical inspection of any workplace, both to aid the

inspection and to provide such representatives with more detailed knowledge of any

existing or potential unsafe or unhealthful working condition. Inspectors are authorized

to deny the right of accompaniment to any person whose participation interferes with a

fair and orderly inspection. Inspectors will consult with Agency staff concerning matters

of occupational safety and health to the extent deemed necessary for the conduct of an

effective and thorough inspection. During the course of an inspection, any Agency staff

member must be afforded an opportunity to bring to the attention of the inspector any

unsafe or unhealthful working condition which the Agency staff member has reason to

believe exists in the workplace.

Supervisors of workplaces containing classified information in the interest of national

security must provide access to safety and health inspectors who have obtained the

appropriate security clearance.

OS&H staff in M/MS must undertake the following procedures:

a. Conduct, in coordination with the senior management official of each Bureau and

Independent Office (B/IO), periodic inspections of facilities and workplaces to

ensure compliance with guidelines established by the Occupational Safety and

Health Administration (OSHA), USAID, state, and local authorities.

b. Initiate action to correct conditions that do not meet established standards set by

OSHA.

c. Respond to Agency staff member reports of hazardous conditions within the

timeframes listed below:

1) Within 24 hours for conditions posing imminent danger;

2) Within three business days for potentially serious conditions; and

3) Within 20 business days for other conditions.

d. Assess USAID's accident experiences and report on them as required to the

Department of Labor and other public and private agencies.

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e. Represent the Agency on the Washington Metropolitan Federal Safety and

Health Council.

f. Review Agency plans for construction and renovation, along with

recommendations relating to the safety and health of USAID personnel.

g. Coordinate matters concerning installation of security locking devices and

warning signal devices with the Office of Security (SEC) for the protection of

USAID personnel and equipment and for security support.

h. Assist the senior management official of each B/IO in conducting Agency safety

and health program activities to ensure that safety and health policies are

implemented effectively.

529.3.7 Electrical Hazards Program

Effective Date: 12/29/2016

Portable electrical equipment is any device that may be plugged into electrical power.

529.3.7.1 Improper Use of Portable Electrical Equipment

Effective Date: 12/29/2016

1) Space heaters are not allowed in any USAID/W facilities without written

permission from the USAID Safety Manager (M/MS/HMD). All OCRD-approved

reasonable accommodations for space heaters must receive concurrent approval

by the USAID Safety Manager to ensure safe placement, power supply, and to

ensure other hazards are properly mitigated.

2) Equipment with damaged electrical cords must be taken out of service

immediately and electrical cords replaced prior to returning equipment to service.

Only fuses with an appropriate rating should be used. Never attempt to

substitute a fuse with a higher rated fuse. If there is any question concerning

fuse selection, contact the USAID Safety Manager (M/MS/HMD) for assistance

by emailing emergency@usaid.gov.

3) The permanent use of extension cords is prohibited. If additional outlets are

needed, the responsible person should submit a facility work order by contacting

their administrative management staff (AMS) officer for additional wall outlets to

be installed.

4) Do not run extension cords through holes in walls, ceilings, floors, doorways,

windows, or similar openings. Do not run extension cords concealed behind

walls, dropped ceilings, or floors.

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5) Do not tape, staple, or tack extension cords to building surfaces. Extension

cords must not be spliced, coiled, or placed where they may be damaged or

create a hazard.

6) Do not walk on cords and do not run equipment over cords. If cords must be

placed in travel lanes, they should be protected by molded housings or bridges.

7) If multi-outlet extension cords (also called a power strip) are necessary, they

must be equipped with a circuit breaker.

8) The use of multiple plug adapters is prohibited.

9) Electrical receptacles and cover plates must be free of cracks and securely

mounted. Receptacles located in damp or wet locations must be protected by

ground fault circuit interrupter(s) (GFCI) and meet requirements of the National

Electric Code (NEC).

10) An 18-inch minimum distance must be maintained between any heat-producing

appliance and combustibles at all times.

11) Electric string lights (typically used for decorations) are permitted on a temporary

basis and may be utilized for no longer than 30 days.

12) Electric string lights and wiring must be Underwriters Laboratory (UL) approved

and in good operating condition.

13) Electric decorations must be unplugged when unsupervised.

529.3.8 Fire Prevention Program

Effective Date: 12/29/2016

1) Decorations utilizing an open flame are always prohibited. Candles (even if unlit)

are always prohibited.

2) Any office decorations must be noncombustible or fire retardant.

3) All USAID personnel are required to promptly report safety, fire, and health

hazards and deficiencies to a supervisor or the USAID Safety Manager

(M/MS/HMD).

4) Materials must not be stacked or placed within 18 inches of a fire sprinkler.

5) Aisles and passageways must be kept clear of stacked materials.

6) Portable or temporary cooking equipment that uses grease or oil must be located

beneath an installed fire extinguishing system.

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7) All Agency staff should ensure that access to fire extinguishers is not obstructed,

that they are readily accessible, and are used only for the intended purpose. The

existence of a defective fire extinguisher should be reported immediately to the

USAID Safety Manager (M/MS/HMD) or by emailing [email protected].

8) Standpipe and hose systems must be kept free from obstructions and used only

for the intended purpose. Only fire protection equipment should be stored in

hose cabinets.

9) Toasters are prohibited in non-galley/pantry areas.

10) Coffee pots, and the area around them, must be kept free of combustibles at all

times. Coffee pots should only be placed on non-combustible surfaces. Wooden

desktops are a combustible surface. Coffee pots must be unplugged when not in

use.

11) Examples of non-combustible materials include concrete, brick masonry, ceramic

tiles, sheet glass, block glass, and metals except aluminum.

529.3.9 Housekeeping

Effective Date: 12/29/2016

1) Supervisors must ensure that trash and garbage cans are in adequate supply to

ensure that floors and work areas are kept clear of refuse and waste.

2) Supervisors and facility managers must notify the USAID Safety Manager

(M/MS/HMD) by emailing emergency@usaid.gov of all major social events

when temporary decorations or unusual arrangements exist.

3) All personnel should maintain a neat and orderly workspace to minimize the risk

of accidental injuries and fires.

4) All personnel must keep all exits, access to exits, and access to emergency

equipment clear at all times.

5) Personnel must not bring hazardous, explosive, or combustible materials into

buildings unless authorized by appropriate Agency officials and by GSA and

unless protective arrangements determined necessary by GSA have been

provided.

6) Personnel must not install any draperies, curtains, or other hanging materials

without the explicit written approval of the USAID Safety Manager (M/MS/HMD).

7) Personnel must not install or use freestanding partitions and/or space dividers.

8) Personnel must immediately report accidents involving personal injury or

property damage, which result from building system or maintenance deficiencies,

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to the USAID Safety Manager (M/MS/HMD) by emailing

emergency@usaid.gov.

9) Storage of flammable or combustible material should not physically obstruct the

means of entrance to/exit from the building. Flammable and combustible

material must not be placed in a manner that a fire would prevent safe departure

from the area.

10) A minimum clearance of 36 inches is required within workspaces for safe

departure.

11) A minimum clearance of 60 inches is required in main hallways for safe

departure.

12) All work areas should be kept clean and free of refuse.

13) Telephone and electrical cords should not be placed in a manner that poses a

tripping hazard to personnel.

14) Personnel are required to promptly report defective floor tiles, broken steps, torn

carpet, curled mats, and/or any other tripping hazard to the proper facility

manager (M/MS/HMD) by emailing facilitie[email protected].

15) Keep stairways clear at all times; do not store or throw anything on steps or in

stairways.

529.3.10 Basic Office Safety

Effective Date: 12/29/2016

1) Horseplay is always prohibited.

2) Personnel should keep floors clean, dry, and free of litter.

3) Step stools or ladders should be used when retrieving anything above shoulder

level. Furniture, cardboard boxes, upturned trash bins, and/or office chairs are

not acceptable ladder substitutes.

4) Materials should be stored in an orderly fashion. Materials should be stacked in

a stable manner to prevent them from collapsing or falling.

5) Unsecured materials or items atop bookcases, cabinets, shelving, and/or other

surfaces should not be stored in a manner that poses a risk to personnel.

6) Paper cutter blades must be returned to the fully-down and locked position when

not in use. When using a paper cutter, keep fingers away from the knife.

Immediately repair loose guards or springs.

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7) Use the proper tool for the job at hand—locate a screwdriver rather than attempt

to turn a screw with a pair of scissors or a knife.

8) Heavy objects should not be stored on the tops or edges of tall cabinets,

bookshelves, or desks where they may fall.

9) Personnel should inspect chairs regularly for broken casters or other defects.

10) Personnel should never stand on any chair.

11) When seated in a chair, do not tilt back, lean sideways, or reach to the rear to lift

objects.

12) Personnel should only store heavy material in the bottom drawers and load

cabinets from the bottom up. To prevent bumping and tripping, return drawers to

the closed position when not in use. In order to avoid tipping over a cabinet,

never open more than one drawer at a time. Never climb on open file drawers.

Always store the heaviest books on lower-level shelves of a bookcase.

13) Office machinery should not be positioned where it can slip off the edge of a

table or desk. Machinery that “creeps” should be secured or placed on a nonslip

pad.

14) Office fans should be guarded, front and back, to prevent contact with the blades.

Workers should not wear jewelry, loose sleeves, neckties, and hair styles that

can become caught in moving machinery (copiers, shredders, etc.). Machines

with exposed moving parts must be appropriately guarded.

15) Report any elevator malfunctions for immediate repair to the appropriate facility

manager or by emailing facilities@usaid.gov. Personnel should not attempt to

stop automatic elevators by placing a hand between closing doors. Agency staff

must not use elevators during emergency evacuations.

16) Microwave ovens should never be plugged into an extension cord, surge

protector, or any plug other than a wall outlet.

17) Items, objects, and/or appliances that pose a risk to health and/or safety may be

removed, with or without forewarning, by the USAID Safety Manager

(M/MS/HMD) and/or his designee for safekeeping.

18) Personnel may not attempt to complicate, conceal, or misrepresent safety

hazards or attempt to deceive a health/safety inspector in the conduct of their

duties.

529.3.11 Office Ergonomics

Effective Date: 12/29/2016

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Ergonomics attempt to adapt the job to fit the person, rather than forcing the person to

fit the job. Adapting the job to better fit the worker can help reduce stress and eliminate

many potential injuries and disorders associated with the overuse of muscles, bad

posture, and repetitive motion.

Adjust and position office equipment in a manner that will contribute to good posture

and minimize stress on the body.

To help prevent ergonomic-related problems, workers should consider the following:

 Periodically relax your arms by letting them hang down.

 Keep your shoulders relaxed, your neck straight, and elbows at your side.

 Avoid slumped sitting positions, rounded shoulders, sway back, or an overly

straight, stiff position.

 Adjust chair height so that feet rest flat on the floor and knees are at the same

height as the hips. Adjust the chair properly to where a keyboard is at a

comfortable height.

 Sit close to the workstation and do not bend over it.

 Keep commonly used items located within arm’s reach.

 Use a shoulder rest on the telephone receiver or headset to prevent an awkward

neck position and switch sides periodically.

If circumstances indicate problems may exist due to ergonomically related illnesses or

injuries, the functional manager or supervisor will email facilities@usaid.gov to

arrange for an office workstation survey.

529.3.12 Reporting

Effective Date: 12/29/2016

Any Agency staff member, or representative of an employee, who believes that an

unsafe or unhealthy working condition exists in the workplace, has the right and is

encouraged to make a report of the unsafe or unhealthy working condition to an

appropriate Agency safety and health official. They may also request an inspection of

the workplace for this purpose. The individual submitting the report or, in the case of an

oral notification, by the above official or other person designated to receive the reports

in the workplace, should put the report in writing. Any such report should state the

grounds for the report and should contain the name of the Agency staff member or

representative of employees. Upon the request of the individual making the report, no

person will disclose the name of the individual making the report or the names of

individual Agency staff members referred to in the report, to anyone. In the case of

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imminent danger situations, Agency staff should make reports by the most expeditious

means available.

Each report of an existing or potential unsafe or unhealthy working condition should be

recorded on a log maintained by the USAID Safety Manager. The USAID Safety

Manager must send a copy of each report to the appropriate establishment safety and

health committee.

Executive Order 12196 requires that Agency inspections be conducted:

 Within 24 hours for Agency staff member reports of imminent danger conditions;

 Within three working days for potentially serious conditions; and

 Within 20 working days for other than serious safety and health conditions.

However, an inspection may not be necessary if, through normal management action

and with prompt notification to Agency staff and safety and health committees, the

hazardous condition(s) identified can be corrected immediately.

An Agency staff member submitting a report of unsafe or unhealthy conditions must be

notified in writing within 15 days by their supervisor or the USAID Safety Manager if the

USAID Safety Manager determines there are not reasonable grounds to believe such a

hazard exists and does not plan to make an inspection based on such report. The

USAID Safety Manager must provide a copy of each notification to the appropriate

certified safety and health committee, as established under Executive Order 12196.

The USAID Safety Manager’s inspection or investigation report, if any, must be made

available to the Agency staff member making the report within 15 days after completion

of the inspection for safety violations or within 30 days for health violations, unless there

are compelling reasons, and must be made available to OSHA on request.

The USAID Safety Manager is responsible for maintaining a sequentially numbered

case file, coded for identification, and should be assigned for the purpose of maintaining

an accurate record of the report and the response. At a minimum, each facility's log

should contain the following information:

 Date;

 Time;

 Code/reference/file number;

 Location of condition;

 Brief description of the condition;

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 Classification (imminent danger, serious or other); and

 Date and nature of action taken.

The USAID Safety Manager must ensure that Agency injury and illness recording and

reporting requirements comply with 29 CFR Part 1904, subparts C, D, E, and G. The

USAID Safety Manager should utilize all available information to identify unsafe and

unhealthy working conditions, and to establish program priorities.

It is important to note that the recording or reporting of a work-related injury, illness, or

fatality does not constitute an admission that the Agency, or other individual was at fault

or otherwise responsible for purposes of liability. Such recording or reporting does not

constitute an admission of the existence of an employer/Agency staff member

relationship between the individual recording the injury and the injured individual. The

recording or reporting of any such injury, illness, or fatality does not mean that an OSHA

rule has been violated or that the individual in question is eligible for workers'

compensation or any other benefits. The requirements of this part do not diminish or

modify in any way the Agency's responsibilities to report or record injuries and illnesses

as required by the Office of Workers' Compensation Programs under the Federal

Employees' Compensation Act (FECA), 5 U.S.C. 8101. Additionally, retention and

access of employee exposure and medical records should be in accordance with 29

CFR 1910.1020.

The USAID Safety Manager is responsible for completing and maintaining the annual

OSHA 300 logs.

Executive Order 12196 requires the USAID Administrator to submit to the Secretary of

Labor an annual report on the Agency's Occupational Safety and Health Program,

containing information as the Secretary prescribes. The USAID Safety Manager

prepares the annual report, to be submitted by May 1 of each year, describing the

Agency's occupational safety and health program of the previous calendar year and

objectives for the current fiscal year.

529.3.13 Accident Investigation

Effective Date: 04/02/2020

While all accidents should be investigated, including accidents involving property

damage only, the extent of such investigation should be reflective of the seriousness of

the accident. The Occupational Safety and Health Manager will determine the extent of

the investigation. The Safety Manager can appoint members of his Safety staff as the

lead investigator. Supervisor’s will not be utilized as lead investigators but can be

assigned to the investigation team to support the lead investigator and provide historical

and institutional knowledge. This support will assist with identifying the findings, causes

and recommendations of the investigation.

Each accident which results in a fatality or the hospitalization of three or more Agency

staff will be investigated to determine the causal factors involved. Except to the extent

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necessary to protect Agency staff and the public, evidence at the scene of an accident

should be left untouched until USAID Health, Safety and Emergency Management

personnel/inspectors have an opportunity to examine it.

The investigative report of the accident must be prepared by the USAID Safety Manager

and must include appropriate documentation on date, time, location, description of

operations, description of accident, photographs, interviews of Agency staff and

witnesses, measurements, and other pertinent information. The USAID Safety Manager

must forward a copy of the investigative report to the official in charge of the workplace,

the appropriate safety and health committee, and the exclusive employee

representative, if any. The investigative report will be made available by the USAID

Safety Manager to OSHA on request.

The USAID Safety Manager must provide the OSHA Office of Federal Agency

Programs with a summary report of each fatal and catastrophic accident investigation.

The summaries should address the date/time of accident, Agency/establishment name

and location, consequences, description of operation and the accident, causal factors,

applicable standards and their effectiveness, and Agency corrective/preventive actions.

529.3.14 Root Cause Analysis During Incident Investigation

Effective Date: 04/02/2020

USAID’s Safety and Health Manager conducts a root cause analysis following an

incident or near miss. A root cause is a fundamental, underlying, system-related reason

why an incident occurred that identifies one or more correctable system failures. By

conducting a root cause analysis and addressing root causes, the Agency may be able

to substantially or completely prevent the same or a similar incident from recurring.

A root cause analysis allows the Agency to discover the underlying or systemic, rather

than the generalized or immediate, causes of an incident. Correcting only an immediate

cause may eliminate a symptom of a problem, but not the problem itself.

Benefits of Root Cause Analysis

Conducting a thorough investigation that identifies root causes helps to prevent similar

events from happening again. In this way, the Agency will reduce the risk of death

and/or injury to workers or the community or environmental damage. By using root

cause analysis to prevent similar events, the Agency can avoid unnecessary costs

resulting from business interruption, emergency response and clean-up, increased

regulation, audits, inspections, and OSHA fines. Regulatory fines can become costly,

but litigation costs can often substantially exceed OSHA fines. Employers may find that

they are spending money to correct immediate causes of incidents that could have been

prevented, or reduced in severity or frequency, by identifying and correcting the

underlying system management failure.

Finally, when the Agency focuses on prevention by using root cause analysis, staff trust

can be strengthened. An agency with an incident free record may be more likely to

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attract and retain high performing staff. A robust process safety program, which

includes root cause analysis, can also result in more effective control of hazards,

improved process reliability, increased revenues, decreased production costs, lower

maintenance costs, and lower insurance premiums.

Root Cause Analysis Tools

Below is a list of tools that the Safety and Health Investigator may use to conduct a root

cause analysis. The tools are not meant to be used exclusively. Ideally, a combination

of tools will be used, to potentially include:

 Brainstorming,

 Checklists,

 Logic/Event Trees,

 Timelines,

 Sequence Diagrams, or

 Causal Factor Determination.

For simpler incidents, brainstorming and checklists may be sufficient to identify root

causes. For more complicated incidents, the Investigator should consider logic/event

trees. Timelines, sequence diagrams, and causal factor determination are often used to

support the logic/event tree tool.

Regardless of the combination of tools chosen, the investigator responsible for the

analysis should use these tools to answer four important questions:

1. What happened?

2. How did it happen?

3. Why did it happen?

4. What needs to be corrected?

Interviews and review of documents, such as maintenance logs, can be used to help

answer these questions. Involving Agency staff in the root cause investigative process,

and sharing the results of those investigations, will also assist in preventing future

similar incidents.

529.3.15 Abatement

Effective Date: 12/29/2016

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Agency supervisors must ensure the prompt abatement of unsafe and unhealthy

conditions. Where a Notice of an Unsafe or Unhealthful Working Condition (also known

as a “Notice of Violation”) has been issued, abatement will be within the time set in the

notice, or in accordance with the established abatement plan.

The procedures for correcting unsafe or unhealthy working conditions should include a

follow-up inspection by the USAID Safety Manager or their designee, to the extent

necessary, to determine whether the correction was made. If, upon the follow-up, it

appears that the correction was not made, or was not carried out in accordance with an

abatement plan, the Deputy Assistant Administrator (DAA) in charge of the workplace

and the appropriate safety and health committee will be notified of the failure to abate.

The Deputy Assistant Administrator in charge of the facility will promptly prepare an

abatement plan with the appropriate participation of the USAID Safety Manager or a

designee, if in the judgment of the facility official the abatement of an unsafe or

unhealthy working condition will not be possible within 30 calendar days. Such plan will

contain an explanation of the circumstances of the delay in abatement, a proposed

timetable for the abatement, and a summary of steps being taken in the interim to

protect Agency staff from being injured as a result of the unsafe or unhealthful working

condition. The USAID Safety Manager must send a copy of the plan to the safety and

health committee, and, if no committee exists, to the representative of the employees.

Any changes in an abatement plan will require the USAID Safety Manager to prepare a

new plan.

When a hazard cannot be abated within the authority and resources of the Deputy

Assistant Administrator in charge of the facility, the DAA must request assistance from

the USAID Safety Manager. The USAID Safety Manager will advise any established

committee and/or employee representatives, and all personnel subject to the hazard of

this action and of interim protective measures in effect, and will be kept informed of

subsequent progress on the abatement plan.

When a hazard cannot be abated without the assistance of GSA or other lessor, USAID

will act with the lessor agency to secure abatement.

529.3.16 Occupational Safety and Health Committees

Effective Date: 12/29/2016

The facility-specific occupational safety and health committees are organized and

maintained to monitor and assist USAID’s safety and health program. These

committees assist the Agency to maintain an open channel of communication between

Agency staff and management concerning safety and health matters in Agency

workplaces. The committees provide a method by which Agency staff can utilize their

knowledge of workplace operations to assist management to improve policies,

conditions, and practices.

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Safety and health committees will be formed at both the national level and at

appropriate levels within the Agency via Agency Notice. The principal function of the

national level committee will be to consult and provide guidance on and monitor the

performance of the Agency-wide safety and health program. Where Agency staff are

represented by organizations having exclusive recognition on an Agency basis or by

organizations having national consultation rights, some members will be determined in

accordance with the terms of collective bargaining agreements and some members will

be selected from those organizations having consultation rights. Committee members

should serve overlapping terms. Such terms should be of at least two years duration,

except when the committee is initially organized. The committee chairperson will be

nominated from among the committee's members and will be elected by the committee

members. Management and non-management members should alternate in this

position. Maximum service time as chairperson should be two consecutive years.

Committees will establish a regular schedule of meetings and special meetings will be

held as necessary; establishment level committees will meet at least quarterly and

national committees will meet at least annually. Adequate advance notice of committee

meetings will be furnished to Agency staff and each meeting will be conducted pursuant

to a prepared agenda. Written minutes of each committee meeting will be maintained

and distributed to each committee member, and upon request, will be made available to

Agency staff and to OSHA.

Committees at other appropriate levels will be established at Agency facilities or

groupings of facilities. The safety and health committee is an integral part of the safety

and health program and helps ensure effective implementation of the program at the

facility level. The USAID Safety Manager will form committees at the lowest practicable

local level. The principal function of the committees is to monitor and assist in the

execution of the Agency's safety and health policies and program at the workplaces.

Committees will have equal representation of management and non-management

Agency staff, who will be members of record. Management members of both national

level and establishment level committees will be appointed in writing by the USAID

Safety Manager. Where Agency staff are represented under collective bargaining

arrangements, members will be appointed from among those recommended by the

exclusive bargaining representative. Where some Agency staff of an establishment are

covered under collective bargaining arrangements and others are not, members will be

representative of both groups.

Committees are designed to:

 Monitor findings and reports of workplace inspections to confirm that appropriate

corrective measures are implemented;

 When requested by the USAID Safety Manager, or when the committee deems it

necessary for effective monitoring of Agency facility inspection procedures,

participate in inspections of the facility;

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 Review internal and external evaluation reports and make recommendations

concerning the establishment safety and health program;

 Review and recommend changes, as appropriate, to procedures for handling

safety and health suggestions and recommendations from Agency staff;

 Monitor and recommend changes, as required, in the level of resources allocated

and spent on the establishment safety and health program; and

 Review Agency responses to reports of hazardous conditions, safety and health

program deficiencies, and allegations of reprisal.

Upon forming such committees, per 29 CFR 1960.38(a), the USAID Administrator will

submit information to the Secretary of Labor concerning the existence, location, and

coverage, in terms of establishments and populations, of such committees, certifying to

the Secretary that such committees meet the requirements of 29 CFR 1960.38(a). The

information submitted should include the name and telephone numbers of the

chairperson of each committee, and should be updated annually as part of the annual

report required by 29 CFR 1960.86 to reflect any changes that may have occurred.

The USAID Safety Manager will make available to committees all Agency information

relevant and necessary to their duties, except where prohibited by law. Examples of

such information include, but are not limited to, the Agency's safety and health policies

and program; human and financial resources available to implement the program;

accident, injury, and illness data; epidemiological data; employee exposure monitoring

data; Material Safety Data Sheets; inspection reports; reprisal investigation reports;

abatement plans; National Institute for Occupational Safety and Health (NIOSH) hazard

evaluation reports; and internal and external evaluation reports.

The USAID Safety Manager will keep occupational safety and health committees

advised of Agency activity regarding allegations of reprisal and any Agency

determinations thereof. Agency officials will provide copies of reprisal investigation

findings, if any, to OSHA and to the appropriate safety and health committee.

529.3.17 Freedom from Reprisal

Effective Date: 12/29/2016

In accordance with 29 CFR 1960.46(a), the USAID Administrator will establish

procedures to assure that no Agency staff member is subject to restraint, interference,

coercion, discrimination or reprisal for filing a report of an unsafe or unhealthful working

condition, or other participation in Agency Occupational Safety and Health Program

activities, or because of the exercise by such Agency staff member on behalf of himself

or herself or others of any right afforded by Executive Order 12196 or any other law,

policy, or regulation. These rights include, among others, the right of Agency staff to

decline to perform their assigned task because of a reasonable belief that, under the

circumstances, the task poses an imminent risk of death or serious bodily harm coupled

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with a reasonable belief that there is insufficient time to seek effective reparation

through normal hazard reporting and abatement procedures established in accordance

with this part.

529.3.18 Health and Safety Program Evaluation

Effective Date: 12/29/2016

In accordance with 29 CFR 1960.78(a), the USAID Administrator is required to develop

and implement a program for evaluating the effectiveness of the Agency's Occupational

Safety and Health Program. An annual summary report will be submitted to the

Secretary covering self-evaluations conducted during the previous year. The USAID

Administrator is required to develop and implement a program of self-evaluations to

determine the effectiveness of the Agency’s Occupational Safety and Health Programs.

The self-evaluations are to include qualitative assessments of the extent to which the

Agency safety and health programs are developed in accordance with the requirements

in Executive Order 12196 and implemented effectively in all Agency field activities.

529.4 MANDATORY REFERENCES

529.4.1 External Mandatory References

Effective Date: 12/29/2016

a. 29 CFR 1910

b. 29 CFR 1960, "Basic Program Elements for Federal Employee Occupational

Safety and Health Programs and Related Matters," Reprinted 1994

c. CA-1, Notice of Traumatic Injury and Claim for Continuation of

Pay/Compensation

d. E.O. 12196, "Occupational Safety and Health Programs for Federal

Employees," February 26, 1980

e. E.O. 13043, "Increasing Seat Belt Use in the United States," April 16, 1997

f. E.O. 13058, "Protecting Federal Employees and the Public from Exposure

to Tobacco Smoke in the Federal Workplace," August 9, 1997

g. The Occupational Safety and Health Act (OSHA) (Pub. L. 91-596

84 STAT. 1590, 91st Congress, S.2193, December 29, 1970,

as amended through January 1, 2004. (1))

h. U.S. DOL Publication (CA-810) (Rev. 2009)

529.4.2 Internal Mandatory References

Effective Date: 12/29/2016

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There are no Internal Mandatory References for this chapter.

529.5 ADDITIONAL HELP

Effective Date: 12/29/2016

There are no Additional Help documents for this chapter.

529.6 DEFINITIONS

Effective Date: 12/29/2016

See the ADS Glossary for all ADS terms and definitions.

Abatement

Action by an employer to comply with a cited standard or regulation or to eliminate a

recognized hazard. (Chapter 529)

Ergonomics

The science of designing the job to fit the worker, rather than physically forcing the

worker’s body to fit the job. (Chapter 529)

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