Safety & Loss Prevention

Written Health and Safety Program

Issued: October 1994

Introduction

The following "Written Health and Safety Program" was developed in response to the Governor's Executive Order #194, which is attached in Appendix I.

This Program provides the outline for complying with the Executive Order which mandates that each campus must develop and promulgate a comprehensive written health and safety program and action plans. UW System Administration negotiated with the Department of Administration (DOA) to accept this written program on behalf of all campuses to serve as a guide for further developments. Each campus is charged with developing and implementing specific action plans based on its priorities.

Program Elements

There are thirteen required elements contained in the nine-point executive order. This program identifies each of those required elements and describes the initial steps taken to address them. This program should be regarded as an evolutionary process that will be refined continuously as program Elements are further developed.

Program Element I: Mission Statement

It is the goal of the UW System to provide a safe and healthful higher education environment for faculty, staff, students, and persons utilizing UW System programs and using UW System facilities. We strive to meet this goal with:

  • proactive loss prevention, health, safety, and environmental management;
  • quality claims management;
  • protection of UW System assets.

No job or course of academic study is so important and no request so urgent that one cannot take time to perform that function safely and in compliance with overall environmental regulation.

Throughout the UW System, the respective functions of Worker's Compensation, Environmental and Occupational Health and Safety, and Risk Management should coordinate to provide comprehensive technical and responsive service.

Faculty, management, and supervisors are responsible for demonstrating leadership in developing proper attitudes toward environmental health and safety, and providing necessary resources to conduct activities safely and ensure environmental compliance.

Employees and students are responsible for the continuous practice of safety while performing their duties. This requires cooperation with all aspects of environmental health, safety, and risk management policies and guidelines.

Program Element II: Written performance/accountability standards and objectives for managers and supervisors to reduce occupational injuries and illnesses and enhance workplace health and safety

  • Where campuses have their action plans underway, professional outside consultation is being brought in to conduct supervisor safety training.
  • UW System Administration staff have requested that DOA staff take a leadership role on behalf of all state agencies in working with the Department of Employment Relations to incorporate safety responsibilities in supervisory training and position descriptions. With that as a foundation, UW System Administration staff can develop a framework within which UW System institutions can achieve this goal.

Program Element III: Recordkeeping for Safety and Health Compliance Activities and Programs

The UW System Administration Office of Safety and Loss Prevention staff coordinate the development and maintenance of policy manuals (Environmental Health and Safety, Risk Management, and Worker's Compensation) which address specific regulatory areas. All required records and reports are identified and described in those manuals.

  • DOA's Worker's Compensation Computer System will satisfy agency requirements for OSHA 200 compliance.
  • UW System Environmental Health and Safety staff meet regularly with Department of Industry, Labor and Human Relations staff to keep current with their regulations, inspection priorities, and to convey consistent interpretations to UW System campuses and institutions.
  • Compliance activity priorities are based on various factors including safety data trends or rates of citations indicating areas that need attention.

Program Element IV: Designated Agency Health and Safety Coordinators

  • The UW System Administration has designated its Environmental Health and Safety Manager (EH&S) as the agency-level coordinator.
  • Each UW System Institution has designated an EH&S Manager and an Occupational Safety Manager. In most cases, these responsibilities are assigned to the same individual. The names are available upon request.

Program Element V: Establish Health and Safety Committees

  • The UW System Administration has developed a comprehensive Environmental Health and Safety Manual to provide policy and technical guidance. Section I.B. of that manual includes an extensive description of the mission, make-up, function and goals of campus Environmental Health and Safety Committees.
  • Each institution is responsible for establishing its own Health and Safety Committee. System Administration staff will assist with those efforts upon request.

Program Element VI: Written Work Rules and Safe Work Practices

  • Each campus is responsible for developing its own standard operating procedures/work rules which conform to UW System policy, regulations and health and safety action plans as required by the Governor's Executive Order #194.
  • All UW System employees have a responsibility to consider safety a high priority. Those in management and supervisory positions should use their authority and leadership skills to develop department-wide support for employee safety and health.
  • UW System employees are responsible for their own safety and health as well as the safety and health of their co-workers.
  • Personal protection equipment is provided to employees, along with instructions and training regarding their proper use.
  • Back power training programs have been initiated to demonstrate proper exercise and lifting and moving techniques.

Program Element VII: Health and Safety Training and Education

  • UW System Administration's Office of Safety and Loss Prevention staff develop training aids and instructional materials, and plan and sponsor Systemwide conferences for EH&S and Occupational Safety staff, Risk Management, and Workers Compensation staff.
  • UW System Administration's Office of Safety and Loss Prevention conducts topical training according to current program initiatives, and as requested by institutions. Specialized training consultants are brought in as needed to provide program-specific training.
  • The UW System Environmental Health and Safety Manual serves as the policy and technical guidance for the Environmental/Occupational Health and Safety program. There are numerous instructions, guides and training programs contained in the manual.
  • UW System Administration EH&S staff have provided and/or coordinated training to campus staff in a variety of areas including but not limited to: Right-to-Know, Hazardous Waste Management, Spill Response, Chemical Safety Practices, Machine Guarding, Accident Analysis/Investigations, Ergonomics, and Bloodborne Pathogens.

Program Element VIII: Establish a procedure for conducting periodic health and safety inspections/surveys

  • UW System Administration EH&S staff arrange for loss control inspections to be conducted by outside consultants and funded by DOA. These audits are conducted at each four- and two-year campus every two years. Each campus is, within a specific timeframe, responsible for following up on deficiencies noted.
  • UW System Administration EH&S staff conduct management reviews of varying scope, based on needs identified by the campus EH&S Manager. Reports include recommended solutions.
  • UW System Administration EH&S staff work with campus counterparts to remedy deficiencies found in both types of audits as well as regulatory (DILHR, DNR) inspection follow-up.

Program Element IX: Minimize the risk of occupational injuries and illnesses by the use of recommended loss prevention and control techniques

  • UW System Administration EH&S staff use an analysis of the findings of contractor loss control inspections, EH&S Management Reviews, regulatory inspections, and other sources of loss or risk information, to determine priorities and address issues.
  • UW System Administration staff will make every effort to use the following hierarchy to eliminate and control identified job hazards:
    1. Engineering controls: e.g., flammable storage cabinets, eye wash stations, improved ventilation systems, fume hood and fire extinguisher inspections.
    2. Procedural and administrative controls: e.g., substitution of less toxic materials, hepatitis vaccinations.
    3. Personal protective equipment: e.g., respiratory protection, safety glasses/goggles, hearing protection, gloves, etc.
  • The UW System Administration Office of Safety and Loss Prevention staff will continue to serve as staff to the campuses and pursue funding sources for safety and loss prevention activities. Examples include the UW System Uninsured Loss Fund, the Rank Fund, DOA's Safety Training and Equipment fund.

Program Element X: Promote health and safety awareness and safe work practices

  • UW System Administration EH&S staff produce a quarterly Environmental Health and Safety newsletter to keep campus staff current on EH&S topics.
  • UW System Administration EH&S staff produce topical brochures (e.g. Art Hazards, Compressed Gas Cylinders, Fume Hood Safety, etc.).
  • UW System Administration EH&S staff maintain a training resources library of videos and literature that are made available on a loan basis, free of charge.
  • UW System Administration Office of Safety and Loss Prevention staff conduct ad hoc meetings and teleconferencing for regulatory updating and compliance strategy development.

Program Element XI: Accident Investigation and Reporting Procedures

  • The accident report form has been modified and incorporated into a comprehensive computerized Worker's Compensation data system with detailed instructions for completing it. The development of this data base will enhance uniform reporting and recordkeeping and stimulate prompt attention to accidents and their causes.
  • All accidents involving UW System employees require some degree of analysis to correct deficiencies which might cause recurrence. Accident analysis is used to establish relevant facts surrounding the accident; collect opinions of those present regarding the accident's cause; and determine how to prevent future accidents.
  • Each campus's Occupational Safety manager has been offered training in accident analysis, through the Annual UW System Occupational Safety training session and also via consultants specializing in this field.

Program Element XII: Worker's Compensation Claims Management

  • The UW System provides Worker's Compensation coverage to employees who have incurred work related injuries or illnesses. This coverage includes partial wage replacement and full payment of reasonable medical and rehabilitation costs. In case of death, Workers' Compensation benefits are paid to the employee's dependents.
  • The UW System has recently converted to a new Worker's Compensation claims management data system. It is anticipated that this system will facilitate our claims management process, and produce more reliable data.
  • UW System Administration has reassigned staff to provide a full-time claims management supervisor.
  • UW System Administration claim's staff will engage the services of consultants to provide medical case management which include utilization review, medical bill auditing, and rehabilitation services.
  • Specific claims management responsibilities may be decentralized as campuses develop expertise in various Worker's Compensation areas.
  • The UW System Administration will provide training to campus Worker's Compensation staff.

Program Element XIII: Promote the early return to work of injured employees using transitional work assignments and other rehabilitation strategies

  • The UW System will work with the Human Resources Staff, Department of Employment Relations, and unions to promote early return to work programs within legal, financial and medical constraints.
  • UW System Administration staff have initiated a Job Safety Analysis pilot project through the Department of Administration. When completed, the job safety analyses will be used to consider the feasibility of an individual's ability to be returned to work in a job which does not compromise his/her healing process and does bring the individual into a productive status with his or her university.