1.  **[CHAPTER 12]{.underline}**

    **[SAFETY AND HEALTH PROGRAM MANAGEMENT]{.underline}**

    1.  **POLICY OBJECTIVES.**

        A.  **Safety and Health Program**.

            1.  To provide a safe and healthful working environment,
                free from recognizable hazards, for all employees.

            2.  To work toward a comprehensive and effective
                occupational safety and health program which is in
                compliance with all applicable federal standards, codes
                and regulations, including the Occupational Safety and
                Health Act (OSHA), Section 19, and Executive Order
                12196.

    2.  **ORGANIZATIONAL PLACEMENT/FUNCTIONAL RESPONSIBILITIES.**

        A.  **Departmental Responsibilities**.

            1.  The prevention of accidents and fires, and the
                maintenance of a healthful working environment is the
                personal responsibility of employees at all levels of
                the Department. The joint cooperation of management
                officials, supervisors and employees in supporting and
                promoting the HUD safety and health program is vital to
                the successful accomplishment of the program objectives.

                a.  **Headquarters.**

                    1.  The Assistant Secretary for Administration is
                        the Department's Designated Safety and Health
                        Official (DSAHO), and is responsible to the
                        Secretary for oversight of HUD's occupational
                        safety and health program. The Director, Office
                        of Administrative and Management Services is the
                        alternate Safety and Health Official.

                b.  **Office of Administration.**

                    1.  **The Office of Administrative and Management
                        Services (OAMS),** Facilities Management
                        Division, oversees the Department's Safety and
                        Health program. **The Safety and Health
                        Officer** is responsible for developing,
                        implementing, managing, directing, coordinating
                        and evaluating the Department-wide safety and
                        health program activities. These activities
                        include:

                        a.  Developing and issuing plans and procedures
                            governing the supervision, direction and
                            administration of the safety and health
                            program.

                        b.  Developing and maintaining an accident,
                            illness and fire reporting and
                            record-keeping system, including cause
                            analysis data.

                        c.  Providing liaison assistance to Headquarters
                            and Field Office activities in all areas of
                            safety and health management.

                        d.  Adopting and/or developing appropriate
                            safety and health standards for the
                            Department.

                        e.  Acting as the point of contact on all OSHA
                            matters requiring liaison with the U.S.
                            Department of Labor.

                        f.  Interpreting OSHA standards and ensuring
                            that applicable standards are followed in
                            HUD.

                        g.  Compiling and submitting safety reports as
                            required by OSHA and other Federal
                            regulations.

                        h.  Participating as a representative of the
                            Department on the Federal Safety Council,
                            National Commission on Fire Prevention and
                            Control, and in other activities related to
                            the safety of employees.

                        i.  Coordinating the preparation or procurement
                            and distribution of internal safety and fire
                            prevention promotional and educational
                            materials such as safety bulletins, films,
                            publications, posters and other media of
                            pertinent reference for use throughout the
                            Department.

                        j.  Arranging for safety or fire engineering
                            consultant services when appropriate, and
                            making recommendations for appropriate
                            corrective action where unsatisfactory
                            accident, illness or fire occurrence rates
                            prevail and where inadequate safety or fire
                            prevention controls are found.

                        k.  Advising and counseling management officials
                            regarding adequate administration of the
                            Department's safety activities.

                        l.  Conducting equipment and site evaluations
                            relating to the proposed acquisition of
                            equipment, which might pose an environmental
                            hazard.

                        m.  Conducting on request safety and health
                            inspections of HUD facilities, which have
                            identified potential serious hazards.

                    2.  **Headquarters and Field Safety
                        Representatives** are responsible for:

                        a.  Implementing and monitoring within their
                            offices of responsibility a safety and
                            health protection program which is
                            consistent with the Department's policies,
                            plans, standards and procedures as set forth
                            in appropriate issuance's, and initiating
                            the development and distribution of such
                            local implementation instructions as may be
                            necessary.

                            1.  

                        b.  Maintaining a log of occupational injuries
                            and illnesses, and submitting required
                            occupational safety and health reports,
                            including all employee injury/illness
                            incident forms as prescribed herein
                            (Appendix 1).

                        c.  Analyzing employee incident reports within
                            their respective areas of responsibility.

                        d.  Assisting the Safety and Health Officer in
                            the establishment and periodic publication
                            and distribution of safety management
                            information materials such as procedural
                            issuance's, safety bulletins, reports,
                            promotional materials, etc.

                        e.  Acting as liaison between employees of their
                            jurisdictional areas and the Department
                            Safety and Health Officer on matters of
                            employee safety and health interest, review
                            of proposed standards, etc.

                        f.  Investigating and reporting on Standard Form
                            91-A, motor vehicle accidents involving
                            employee-operators assigned to their areas
                            of jurisdiction. (To be accomplished by the
                            Safety and Health Officer where Headquarters
                            employee-operators are involved.)

                        g.  Conducting periodic safety and health
                            inspections of work areas under their
                            designated organizational assignments, and
                            submitting the reports prescribed herein.

                        h.  Assuring semi-annual Safety and Health
                            Committee meetings for their areas of
                            responsibility are in accord with Section 4.

                        i.  Providing safety training guidance to
                            collateral-duty safety representatives.

                        j.  Maintaining office first aid kits. (See
                            Section 1.)

                    3.  **Officials or Supervisors** are directly
                        responsible for the prevention of occupational
                        accidents and illnesses to employees under their
                        jurisdictions, or other occupants or visitors to
                        their premises, as well as for the prevention of
                        damage to Department property, which may be
                        under their custody. The basic duties of
                        supervisors include training their employees to
                        perform their duties efficiently and safely and
                        alerting them as to any condition or situation,
                        which may endanger their safety or health. The
                        supervisor, therefore, is the most important
                        link in the conduct of an effective safety and
                        health program. Related responsibilities are:

                        a.  Training assigned employees in safe work
                            practices and assuring that such practices
                            are followed.

                        b.  Maintaining safe and healthful work
                            conditions in assigned areas and initiating
                            appropriate action to eliminate hazards.

                        c.  Assuring that injured or ill employees
                            receives first aid medical treatment as
                            promptly as possible.

                        d.  Advising injured or ill employees of the
                            importance of preparing notices of
                            occupational injury or illness forms for
                            submission to the Office of Workers'
                            Compensation, Department of Labor through
                            the servicing Human Resources Office.

                        e.  Preparing reports of occupational injuries
                            illnesses, accidents and fires on Form HUD
                            795.A, as prescribed herein, and furnishing
                            them to the designated Safety
                            Representative.

                        f.  Advising the timekeeper of injured or ill
                            employees' absences, reassignments or other
                            changes in employment status which occur as
                            a result of an occupational injury or
                            illness, and upon receipt of resulting Form
                            HUD 795.A, approving and forwarding it to
                            the Safety Representative. (See Section 1.)

                            4\. **Employees are personally responsible
                            for:**

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a.  Preventing accidents and fires by observing prescribed safe work
    practices, reporting to the supervisor all injuries, accidents,
    fires, or unsafe and unhealthful working conditions or equipment,
    and for using such protective safety clothing, equipment or devices
    that may be prescribed for particular work situations.

    b\. Familiarizing themselves with the required posted information
    regarding the safety and health program and the motor vehicle
    accident reporting procedures set forth herein. If an employee
    operator is involved in a motor vehicle accident, the employee shall
    furnish the required information and reports. Failure to comply may
    be cause for suspension or revocation of that person's authorization
    to operate a motor vehicle for official business.

    1.  **REGULATORY AUTHORITIES.**

        A.  The safety and health program is governed by.

            1.  The Occupational Safety and Health Act of 1970.

            2.  Executive Order 12196 (Appendix 3)

            3.  29 CFR, Part 1960.

            4.  Occupational Safety and Health Protection for Federal
                Employees (Appendix 2).

    2.  **PRIVACY ACT CONSIDERATIONS.** Identifiable data to an
        individual is restricted.

    3.  **RECORDS RETENTION/DISPOSITION REQUIREMENTS.**

        A.  **Policy**

            1.  29 CFR 1960, Subpart I 1960-73.

            2.  Handbook 2228.2, General Records Schedule

    4.  **KEY CROSS REFERENCES.**

        A.  **Regulations.**

            1.  Motor Vehicle Fleet Management

            2.  Federal Property Management Regulation

            3.  American National Safety Standard

    5.  **FORMS REFERENCED.** All forms below may be found on HUDCLIPS
        at http://www.hudclips.org.

> Log of Occupational Injuries and Illnesses (Appendix 1)
>
> Occupational Safety and Health Protection for Federal Employees
> (Appendix 2).
>
> Executive Order 12196 (Appendix 3)
>
> [HUD-795](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/795.pdf)
>
> HUD-795.1
>
> HUD-795.2A
>
> HUD-795.3
>
> SF 95
>
> SF 91
>
> SF 91-A
>
> SF 94

#### OF 26 

**[SECTION 1]{.underline}**

**[GENERAL]{.underline}**

1.  **INTRODUCTION.**

    A.  **Guidelines.**

        1.  The safety of all employees is of the utmost importance to
            the successful accomplishment of the Department's program
            objectives. Employees should support the safety and health
            program by following safe and healthful work practices to
            protect ourselves, our fellow workers, and the Department's
            property. Hazardous workplace conditions, equipment,
            practices or behavior, which may exist, must be reported
            promptly to his/her supervisor and designated Safety
            Representative so that timely corrective action may be
            taken.

2.  **PURPOSE.**

    A.  **Mission.**

        1.  The purpose of this chapter is to set forth the Department's
            Occupational Safety and Health policy and procedures for
            reducing and eliminating occupational accidents, injuries,
            illnesses and hazards. In addition, the chapter establishes
            the responsibilities for the development, coordination,
            implementation and administration of the operating
            procedures and forms which shall be employed to insure that
            uniform reporting, record keeping and other program actions
            are followed by all elements of the Department.

3.  **POSTING OF OSHA NOTICE, AVAILABILITY OF ACT, 29 CFR 1960.**

    A.  **OSHA Notice.**

        1.  Each HUD facility must permanently post OSHA Notice of
            "Occupational Safety and Health Protection for Federal
            Employees," (Appendix 2) in a location conspicuous to all
            employees. Upon request, copies of the Occupational Safety
            and Health Act and 29 CFR 1960, may be obtained from any
            local OSHA Office or from the designated Field Safety
            Representative or the Departmental Safety and Health
            Officer.

4.  **SAFEGUARDS AGAINST DISCRIMINATION, REPRISAL, RESTRAINT,
    INTERFERENCE OR COERCION.**

    A.  **Protection.**

        1.  Safeguards are described in OSHA poster "Occupational Safety
            and Health Protection for Federal Employees." Employees
            exercising their rights under the Department's safety and
            health program are protected from discrimination, restraint,
            interference, coercion or reprisal. For example, employees
            are specifically protected against any reprisal action for
            identifying unsafe or unhealthful working conditions.
            Employees should utilize the employee or negotiated
            grievance procedure, as appropriate, if they believe they
            have suffered reprisal for exercising their rights under
            HUD's safety and health program.

5.  **PARTICIPATION OF EMPLOYEES/REPRESENTATIVES.**

    A.  **Employee Participation.**

        1.  To assure employee participation in the Department's safety
            and health program, Executive Order 12196 and Title 29 CFR
            1960 provides for employee/representatives:

            a.  Access to copies of the Department's standards, injury
                and illness statistics, and procedures.

            b.  Comment on proposed safety and health standards.

            c.  Accompaniment on inspections to assure thorough safety
                and health inspections.

                1.  

            d.  Authorized official time to participate in the
                Departmental safety and health program activities, as
                provided by the Executive Order.

            e.  Representation on an equal basis with management, on
                established Safety and Health Committees; where an
                occupational Safety and Health Committee has been
                established, employee representatives also have the
                right to:

                1.  Consult and advise the agency on the operation of
                    its safety and health program.

                2.  Monitor program performance, including workplace
                    inspections.

                3.  Obtain agency information relevant to their duties,
                    except where prohibited by law, including
                    information on the nature of any hazards presented
                    by workplace substances.

6.  **SAFETY AND HEALTH STANDARDS.**

    A.  **Safety Standards**.

        1.  Safety and health standards promulgated in the Code of
            Federal Regulations by the Secretary of Labor pursuant to
            the Occupational Safety and Health Act, Section 6, are
            adopted as HUD standards. The booklet, "General Industry
            Digest, " OSHA 2201 provides a good summary of OSHA
            standards. This booklet is available from any local OSHA
            Office, and should be maintained in each HUD office.

7.  **ABATEMENT OR UNSAFE OF UNHEALTHFUL CONDITIONS.**

    A.  **Abatement**.

        1.  Procedures relating to notices of unsafe or unhealthful
            conditions within HUD leased-space facilities are to be
            developed by the HUD Safety Representative or the designated
            HUD facility official in accordance with 29 CFR 1960.30.
            Implementation of such procedures must be coordinated with
            the General Services Administration as required by 41 CFR
            Part 101-20, "Accident and Fire Prevention Standards, " and
            Executive Order 12196.

8.  **LOG AND SUMMARY OF OCCUPATIONAL** **INJURIES AND ILLNESSES.**

    A.  **Injuries and Illnesses Log**.

        1.  The Safety Representative of each facility must maintain a
            record or log of occupational injuries and illnesses. Upon
            request, copies of the log of Federal Occupational Injuries
            and Illnesses may be obtained from the HUD web site. The
            format shown in Appendix 1 may be used for the log, although
            any format is acceptable as long as the 12 data elements
            listed in the sample format are addressed. All injuries,
            illnesses and fatalities, for which a CA-1, 2 or 6 (Workers
            Compensation Forms) is filed with the Office of Workers
            Compensation Programs (OWCP), shall be logged. Each facility
            must also post a copy of the annual summary of the numbers
            of occupational injuries and illnesses in a location
            conspicuous to all employees for at least 30 days after the
            end of the fiscal year.

9.  **OSHA INSPECTIONS.**

    A.  **Safety Inspections**.

        1.  In accordance with procedures set forth in Executive Order
            12196, and 29 CFR 1960.31, authorized OSHA Inspectors may
            enter any HUD facility without delay to examine appropriate
            safety and health records, prior to commencement of an
            inspection, and to take environmental samples as may be
            necessary. Inspectors may also request the attendance of
            management officials and employee representatives at any
            scheduled closeout inspection conference.

10. **RESOLUTION OF LEASED SPACE SAFETY AND HEALTH CONDITIONS.**

    A.  **Safety Guidance on Leased Space.**

        1.  Section 1-602(b), Executive Order 12196, requires the
            General Services Administration to assure prompt attention
            to reports from agencies of unsafe or unhealthful conditions
            in leased facilities, which are under the jurisdiction of
            GSA. Resolution of leased space safety and health conditions
            shall be in accordance with FPMR 101-20.109-12, correction
            of hazardous conditions.

11. **EMPLOYEE REPORTS OF UNSAFE OR UNHEALTHFUL WORKING CONDITIONS.**

    A.  **Unhealthful Working Conditions**.

        1.  The purpose of employee reports is to inform management of
            the existence of, or potential for, unsafe or unhealthful
            working conditions. The Safety Representative or the
            designated HUD official shall record reports of unsafe or
            unhealthful working conditions on a log. As a minimum, each
            office's log shall contain the following information: date,
            time, code/reference/file number, location of condition,
            brief description of the condition, classification. Response
            to reports shall be in accordance with 29 CFR 1960.28 d (3)
            and (4). Employees who wish to report unsafe or unhealthful
            working conditions anonymously may do so by calling OAMS
            on (202) 708-1054.

12. **FACILITY FIRST AID KIT.**

    A.  **First Aid Kit.**

        1.  Each HUD Office shall secure and adequately maintain an
            office-type first aid kit, unless there is a health facility
            to provide emergency first aid. The kit must be placed in a
            location convenient to all employees, to aid in the
            treatment of minor scratches, cuts, burns, splinters, etc.
            The Safety Representative shall assure that the kit is
            properly maintained.

13. **TRAINING FOR DESIGNATED COLLATERAL DUTY SAFETY REPRESENTATIVE.**

    A.  **Training**.

        1.  Subpart H, 29 CFR 1960.58, requires that all designated
            collateral duty safety representatives receive safety and
            health training within six months of their designation. The
            Occupational Safety and Health Administration's National
            Training Institute (OSHA-NTI: 1555 Times Drive, Des Plaines,
            IL 60018) provides training courses that are commensurate
            with the safety representative's assignment. Other training
            sources, such as the National Safety Council and Field
            Federal Safety and Health Councils, offer approved safety
            training courses.

14. **SAFETY AND HEALTH PERFORMANCE STANDARD.**

    A.  Safety Standard.

        1.  Especially in offices with high injury/illness incidence
            rates, consideration should be given to including a safety
            and health standard in the performance standards for
            supervisors and managers.

> **[SECTION 2]{.underline}**
>
> **[MANAGEMENT INFORMATION SYSTEM:]{.underline}**
>
> **[REPORTING OF OCCUPATIONAL INJURIES, ILLNESSES, ACCIDENTS AND
> FIRES]{.underline}**

1.  **GENERAL.**

    A.  **Management Information System.**

        1.  Effective management of a Department-wide safety and health
            program requires that supervisors, the HUD Safety and Health
            Officer, Safety Representatives and other management
            officials be provided with detailed information on all
            occupational injuries, illnesses, accidents and fires which
            may occur in official work places, and motor vehicle
            accidents occurring while on official business. This
            information is necessary for:

            a.  Determining the annual goals and objectives, as well as
                the corrective actions to be taken, to eliminate or
                reduce safety hazards.

            b.  Determining the results and progress of the overall
                safety and health program and disseminating such
                information to all levels.

            c.  Determining the areas of safety and health training that
                may be needed.

            d.  Preparing frequency rates for all reportable incidents
                and compiling experience records so that concerted
                management actions may be applied where needed.

            e.  Preparing required reports for submission to OSHA.

2.  **EMERGENCY REPORTING OF SERIOUS ACCIDENTS.**

    A.  **Reporting Accidents**.

        1.  Any office receiving notification of an accident or illness
            as set forth in subparagraphs A., B., and C. below, shall
            report by telephone or fax to the Departmental Safety and
            Health Officer within 48 hours. The report shall relate the
            circumstances of the accident/illness, names of individuals
            involved, any actions taken, the number of fatalities and/or
            illnesses and the extent of any injuries. Accidents not
            immediately reportable, but which result in death within six
            months of the date of the accident, shall be reported within
            48 hours of the time the activity becomes aware of the
            death.

            a.  Any occupational accident, which results in a fatality
                or the hospitalization of five or more employees.

            b.  Any occupational illness, which results in death.

            c.  Any occupational accident involving both Federal and
                non-Federal employees, which results in a fatality or
                the hospitalization of five or more such employees.

3.  **REPORTABLE INCIDENTS.**

    A.  **Reporting Incidents**.

        1.  Incidents and accidents noted, and every occupational death
            and nonfatal occupational injury/illness, except for one
            time first aid treatment for minor scratches, cut, burns,
            splinters, is recordable and must be reported as indicated:

            a.  **Personal injuries and illnesses.**

                1.  Employees must report any job-related injury or
                    illness to their supervisor immediately and no later
                    than two workdays after the incident.

                2.  Supervisors must prepare, sign and submit to the
                    designated safety representative a completed Form
                    HUD 795, Supervisor's Report of Occupational Injury,
                    Illness, Accident or Fire.

                3.  Injuries and illnesses to non-HUD employees, which
                    occur in HUD, occupied space or as a result of HUD
                    operations or which may involve a possible charge of
                    negligence against the Department should be reported
                    by the Safety Representative of the area where the
                    incident occurred.

            b.  **Motor Vehicle Accidents.** All accidents involving
                motor vehicles operated by authorized HUD employees
                during the conduct of official business, when using any
                of the following vehicle sources:

                1.  General Services Administration-Interagency Motor
                    Pools (dispatched for permanently assigned to HUD).

                2.  Commercial lease-rental concerns.

                3.  Vehicles owned by employees or persons or
                    organizations other than those described in
                    subparagraphs (1) and (2).

            c.  **Employee absence(s) from duty,** reassignment or
                restricted employment status, resulting from an
                occupational injury or illness. (See Paragraph 2-7.)

            d.  **Fires** occurring in HUD occupied space, whether
                Federally owned or leased, and whether or not property
                damage resulted.

            e.  **Other incidents** (non-injuring).

                1.  Accidental incidents resulting in damage to HUD
                    personal property.

                2.  Accidental incidents, without damage, which
                    indicated the existence of a potential for serious
                    personal injury or property damage.

                3.  Damage resulting from leakage of automatic sprinkler
                    systems or other safety related equipment.

4.  **REPORT FORMS.**

    A.  **Description**.

        1.  The below identified forms (to assure the availability of
            the forms, employees authorized to use motor vehicles in the
            conduct of official business should obtain a supply from
            their administrative offices and store them in the vehicle's
            glove compartment) are prescribed for reporting purposes and
            shall be prepared for each reportable incident:

            a.  Occupational injuries, illnesses, accidents and fires:
                Form HUD-795, Supervisor's Report of Occupational
                Injury, Illness, Accident or Fire.

            b.  Motor Vehicle Accidents shall be reported on the
                following forms.

                1.  Standard Form 91, Operator's Report of Motor Vehicle
                    Accident.

                2.  Optional Form 26, Data Bearing Upon Scope of
                    Employment of Motor Vehicle Operator.

                3.  Standard Form 94, Statement of Witness

                4.  Standard Form 91-A, Investigation Report of Motor
                    Vehicle Accident.

            c.  Employee Absences (hours lost) due to occupational
                injury or illness: Form HUD-795.1, Report of Absence Due
                to Occupational Injury and Illness.

            d.  Claim for Damage or Injury. Persons requesting
                information concerning the procedures for making a claim
                against the Government shall be furnished a Standard
                Form 95, Claim for Damage, Injury or Death. Such persons
                shall be advised to forward the completed form or other
                written claim, together with supporting documentation,
                to the Director, Administrative Resources Division
                having jurisdiction over the area in which the incident
                occurred. For motor vehicle accidents, the claim form
                shall be forwarded to the Director, Administrative
                Resources Division having jurisdiction over the
                employment office of the employee-operator allegedly
                causing the damage, injury or death. For Headquarters
                employee-operators the claim form shall be forwarded to
                the Chief, Transportation and Management Services
                Branch. If a claim is sent to another office, such as to
                the Assistant Secretary for Administration, it shall be
                promptly forwarded to the appropriate office.

                Upon assembly of all original reports and other
                pertinent data relating to the incident, the claim shall
                be forwarded to the HUD Federal Tort Claims Center in
                Boston. A quarterly summary of all claims allowed by the
                Tort Claims Center shall be supplied to the Field Office
                Safety Representative for forwarding to the Departmental
                Safety and Health Officer.

5.  **REPORTING OF OCCUPATIONAL INJURIES, ILLNESSES, ACCIDENTS, AND
    FIRES.**

    A.  **Reporting Injuries, Illnesses, Accidents and Fires.**

        1.  Form HUD-795 shall be prepared by the supervisor on all
            reportable incidents (See Paragraph 2.3.A) and submitted to
            the designated Safety Representative within five (5)
            workdays after the actual date of the incident. Complete
            information on the incident shall be obtained from the
            injured or ill employee or from the employee(s) furnishing
            notification of a non-injury incident and entered in the
            appropriate blocks of Form HUD-795 or on supplemental
            sheets. If the severity of the injury, illness or non-injury
            incident warrants supplemental data such as photographs,
            sketches, medical or fire reports or witnesses' statements
            shall also be furnished, if obtainable. Upon receiving
            notification of an employee injury, illness or other
            reportable incident, the supervisor shall assure that the
            following pertinent points are accomplished.

            a.  **First Aid or Medical Treatment.** Injured or ill
                employees must receive appropriate first aid or medical
                treatment as promptly as possible whether such services
                are available within the work premises or from outside
                sources. The employee must be counseled as to work
                injury-illness benefits available under the Federal
                Employee Compensation Act and the importance of
                establishing a record of the work injury illness by
                completion of Office of Workers' Compensation Form CA 1.
                (Additional information or assistance on compensation
                matter is obtainable from the Personnel Office).

            b.  **Action to eliminate or reduce the cause of the
                incident.** To prevent a recurrence of the incident the
                supervisor shall personally inspect the work area in
                which it occurred. Upon determining the specific
                cause(s), which led to the incident, remedial action
                shall be initiated as may be deemed appropriate.
                Remedial actions may be coordinated and initiated with
                the assistance of the designated Safety Representative,
                the management staff or the Director of the office as
                may be appropriate.

                The assistance of Field Office staff elements may also
                be requested, if warranted, through the Field Office
                Safety Representative, or Headquarters staff elements
                through the Safety and Health Officer.

6.  **REPORTING OF MOTOR VEHICLE ACCIDENTS.**

    A.  **Motor Vehicle Accidents**.

        1.  **Preliminary Reports.** Upon occurrence of a motor vehicle
            accident, while on official business, the employee-operator
            shall, in the manner required by law or regulation, furnish
            the following offices the specified preliminary information:

            a.  **Offices to be notified.**

                1.  **Local Government.** Appropriate State, county or
                    municipal authorities, e.g., Police Department,
                    Motor Vehicle Department.

                2.  **GSA Motor Pool.** The Chief of the GSA Interagency
                    Motor Pool from which the vehicle was obtained, if a
                    motor pool vehicle is involved.

                3.  **Commercial Contractor.** The commercial rental
                    contractor, if a commercial rental vehicle is
                    involved.

        2.  **Information to be reported.** The following information
            shall be furnished in the above reports. In addition to such
            other data as may be requested.

            a.  Time and location of the accident.

            b.  Names of persons involved in the accident.

            c.  License numbers of the vehicles involved.

            d.  Extent of bodily injuries, if any.

            e.  Extent of damage to vehicles and property.

            f.  The vehicle operator shall make no statements as to the
                responsibility for the accident except to the employee's
                official superior and/or to a Government investigating
                officer.

        3.  **Official Reports.** At the time and at the scene of the
            accident, in so far as possible, the employee-operator shall
            complete Standard Form 91 and Optional Form 26, as
            identified in paragraph 2.4.A. above. The narrative report
            on SF-91 describing what happened shall be in sufficient
            detail to give a clear picture of all events relating to the
            accident. In addition, the employee-operator shall:

            a.  Have each witness complete Standard Form 94, Statement
                of Witness, at the scene of the accident, if possible.
                If not, the name(s), address(s) and telephone number(s)
                of each witness should be obtained and each should be
                supplied with copies of SF-94 for subsequent completion
                and return. If necessary, copies of SF-94 may be
                subsequently mailed to each witness for completion by
                using the forwarding letter, which is printed on Page 2
                of the Form.

            b.  Obtain a copy of the official police investigation
                report on the accident and attach it to the
                above-described reports.

            c.  Furnish the complete reports to the supervisor as
                promptly as possible.

        4.  The supervisor of the employee-operator shall review the
            reports as to completeness and include, by attachment, such
            comments the supervisor may wish to make on the accident or
            recommend measures, which may be taken to avoid future
            recurrences. Upon completion and signing in the "supervisor
            signature" block of Form OF-26, the reports shall be
            forwarded to the Departmental Safety and Health Officer or
            designated Safety Representative, as appropriate, for
            investigation and further routing.

7.  **REPORT OF EMPLOYEE ABSENCES AND EMPLOYMENT CHANGES BECAUSE OF
    OCCUPATIONAL INJURY OR ILLNESS.**

    A.  **Actions to be reported by supervisor.**

        1.  Absence from duty. Employee absence from duty for purposes
            of diagnosis, treatment, and/or hospitalization for
            convalescence due to occupational injury or illness,
            represents lost-time cases, which shall be reported on Form
            HUD-795.1. Absences from duty on day of injury or illness
            are not reportable. All subsequent absences due to the
            initial injury or illness are reportable, regardless of the
            type of leave used.

        2.  Assignment to temporary job. If, because of an occupational
            injury or illness, the employee is assigned to a temporary
            full-time job, all, which the employee performs in such
            temporary job, shall be reported in the appropriate block on
            Form HUD-795.1.

        3.  Part-time duty. If the employee's hours of duty are
            shortened because of the effects of an occupational injury
            or illness all hours less than the normal tour of duty shall
            be reported as absences on Form HUD-795.1.

        4.  Reduced performance on full-time duty. If the employee is
            assigned to a regular permanent full-time job but, because
            of the effects of an occupational injury or illness, is
            unable to perform all the duties normally assigned to the
            job, all hours, which the employee performs under such
            circumstances, shall be reported in the appropriate block on
            Form HUD-795.1.

        5.  5\. Permanent transfer to another job. If the employee is
            permanently transferred to another job because of an
            occupational injury or illness, checking the appropriate
            block on Form HUD-795.1 and entering the effective date of
            the transfer shall report the fact.

        6.  6\. Termination of employment. If the employee's employment
            is terminated (disability retirement or death) because of an
            occupational injury or illness, the fact shall be reported
            by checking the appropriate block on Form HUD-795.1 and
            entering the effective date of retirement or date of death.

    B.  **B. Submission** **to Supervisor and Safety Representative.**

        1\. Designated timekeepers of injured or ill employees shall
        prepare Form HUD-795.1, sign in the space provided and furnish
        it to the employees' supervisors promptly. Upon approval by
        supervisors, the completed form shall be submitted to the Safety
        Representative designated for their respective offices.

        (**NOTE.** Preparation, submission and any other actions
        pertaining to Form HUD-795.1 ***DO NOT AFFECT, IN ANY WAY,***
        regular time and attendance reporting procedures.)

    C.  **C. Example Of How To Report Employee Absences From Duty Due To
        Occupational Injury or Illness.**

8.  **REPORT GUIDE.**

    A.  Figure 2-1 below shows the reporting forms to be used on various
        reportable incidents, the times for submission, persons
        responsible and routing of original reports. All forms
        referenced in this chapter are available in HUDClips at
        www.hudclips.org.

9.  **FIELD QUARTERLY SAFETY AND HEALTH REPORT.**

    A.  **Field Safety and Health Report**.

        1.  Field Office Safety Representatives shall forward the Field
            Quarterly Safety and Health Report, HUD Form 795.3, to the
            Departmental Safety and Health Officer within thirty (30)
            days after the end of a quarter. (April 30, July 30, Oct. 30
            and Jan. 30).

10. **CONSOLIDATED RECORD KEEPING BY DEPARTMENTAL SAFETY AND HEALTH
    OFFICER AND FIELD SAFETY REPRESENTATIVE.**

    A.  **Consolidated Record keeping.**

        1.  Incident reports and other related documents dealing with
            Field-wide occupational injuries, illnesses, accidents and
            fires, including motor vehicle accidents, shall be
            maintained by the Field Safety Representative. Copies of
            such incidents and reports must be included as attachments
            to the Field Quarterly Safety Report and will be maintained
            by the Departmental Safety and Health Officer as required by
            29 CFR 1960, Subpart I, 1960.68. Reports, summaries and
            other analyses will be prepared by the Safety and Health
            Officer and designated Safety Representatives and
            distributed as follows:

            a.  **Log and Summary of Occupational Injuries and
                Illnesses,** as prescribed by OSHA, Department of Labor,
                must be maintained at all field level activities. Safety
                and health data pertaining to occupational injuries and
                illnesses must be recorded on the log within six (6)
                working days of the incidents or illnesses. The log and
                supplementary records will be made available to
                authorized employee representatives, HUD safety and
                health officials and the Secretary of Labor. The log is
                to be used on a calendar year basis. The log records and
                reports shall be retained for five (5) years following
                the end-of- year to which the form relates. (See Section
                1, paragraph 1.8.A.1.)

            b.  **Analyses, Frequency Rates and Records of Experience**,
                will be compiled by the Safety Representatives on an
                organizational basis for safety management review,
                selection of program objectives, development of training
                and promotional activities and other purposes as may be
                required.

Figure 2-1 **REPORT GUIDE**

+-----------+-----+-----------+---------+----------+--------+--------+
| ##### R   | F   | PR        | TO BE   | TO BE    | ROUTED | OR     |
| EPORTABLE | ORM | EPARATION |         | S        | T      | IGINAL |
|           |     |           | P       | UBMITTED | HROUGH | REPORT |
| ITEM      |     | TIME      | REPARED | TO       |        | COPY   |
|           |     |           | BY      |          |        | TO     |
|           |     | (WORK     |         |          |        |        |
|           |     | DAYS)     |         |          |        |        |
+-----------+-----+-----------+---------+----------+--------+--------+
| Injury or | H   | 5         | Emp     | Safety   |        | 1      |
| Illness   | UD- |           | loyee's |          |        | /Field |
| to HUD    | 795 |           |         | Repres   |        | Office |
| Employee  |     |           | Sup     | entative |        | Safety |
|           |     |           | ervisor |          |        | Rep.   |
|           |     |           |         |          |        |        |
|           |     |           |         |          |        | HUD    |
|           |     |           |         |          |        | Safety |
|           |     |           |         |          |        | Mgr.   |
|           |     |           |         |          |        | (copy) |
+-----------+-----+-----------+---------+----------+--------+--------+
| Injury or | H   | 5         | Safety  |          |        | 1      |
| Illness   | UD- |           | Re      |          |        | /Field |
| to        | 795 |           | presen- |          |        | Office |
| Non-HUD   |     |           |         |          |        | Safety |
| Employee  |     |           | tative  |          |        | Rep.   |
| on HUD    |     |           | of Area |          |        |        |
| Premises  |     |           |         |          |        | HUD    |
|           |     |           | Where   |          |        | Safety |
|           |     |           | I       |          |        | Mgr.   |
|           |     |           | ncident |          |        | (copy) |
|           |     |           | O       |          |        |        |
|           |     |           | ccurred |          |        |        |
+-----------+-----+-----------+---------+----------+--------+--------+
| Motor     | OF  |           | Emp     | Em       | Field  | 1      |
| Vehicle   | -26 |           | loyee-O | ployee's | Office | /Field |
|           |     |           | perator | Su       | M      | Office |
|           |     |           |         | pervisor | anager | Safety |
|           |     |           |         |          |        | Rep.   |
|           |     |           |         |          |        |        |
|           |     |           |         |          |        | 2/HUD  |
|           |     |           |         |          |        | Safety |
|           |     |           |         |          |        | Mgr.   |
+-----------+-----+-----------+---------+----------+--------+--------+
| Inve      | S   | 5         | 3       |          |        | 1      |
| stigation | F-9 |           | /Safety |          |        | /Field |
| of Motor  | 1-A |           | Represe |          |        | Office |
| Vehicle   |     |           | ntative |          |        | Safety |
| Accident  |     |           | of      |          |        | Rep.   |
| Involving |     |           | E       |          |        |        |
|           |     |           | mployee |          |        | 4/HUD  |
| Personal  |     |           | Ope     |          |        | Safety |
| Injuries  |     |           | rator's |          |        | Mgr.   |
| or        |     |           | A       |          |        |        |
| Property  |     |           | ssigned |          |        |        |
| Damage    |     |           | Office  |          |        |        |
| Exceeding |     |           |         |          |        |        |
| \$500.00  |     |           | 4/HUD   |          |        |        |
|           |     |           | Safety  |          |        |        |
|           |     |           | Manager |          |        |        |
+-----------+-----+-----------+---------+----------+--------+--------+
| Non       | H   | 5         | Sup     | Safety   |        | 1      |
| -Injuring | UD- |           | ervisor | Repres   |        | /Field |
| Accidents | 795 |           | of Area | entative |        | Office |
| and Fires |     |           | Where   |          |        | Safety |
|           |     |           | I       |          |        | Rep.   |
|           |     |           | ncident |          |        |        |
|           |     |           | O       |          |        | HUD    |
|           |     |           | ccurred |          |        | Safety |
|           |     |           |         |          |        | Mgr.   |
|           |     |           |         |          |        | (copy) |
+-----------+-----+-----------+---------+----------+--------+--------+
| Employee  | HUD | Sem       | Emp     | Em       | Safety | 1      |
| Absence   | -79 | i-Monthly | loyee's | ployee's | Re     | /Field |
| or Change | 5.1 |           | Tim     | Su       | presen | Office |
| in Duty   |     |           | ekeeper | pervisor | tative | Safety |
| Due to    |     |           |         |          |        | Rep.   |
| Injury or |     |           |         |          |        |        |
| Illness   |     |           |         |          |        | HUD    |
|           |     |           |         |          |        | Safety |
|           |     |           |         |          |        | Mgr.   |
|           |     |           |         |          |        | (copy) |
+-----------+-----+-----------+---------+----------+--------+--------+
| I         | HUD | Sem       | Safety  |          | 1      | HUD    |
| nspection | -79 | i-Monthly | Represe |          | /Field | Safety |
| of Work   | 5.2 |           | ntative |          | Office | Mgr.   |
| Areas     |     |           |         |          | Safety | (copy  |
|           |     |           |         |          | Rep    |        |
+-----------+-----+-----------+---------+----------+--------+--------+
| All       | All | Quarterly | Safety  | Field    |        | HUD    |
| R         | of  |           | Represe | Safety   |        | Safety |
| eportable |     |           | ntative | Repres   |        | Mgr.   |
| Items     | the |           |         | entative |        | (copy) |
| Quarterly |     |           |         |          |        |        |
| Safety    | Ab  |           |         |          |        |        |
| Manager   | ove |           |         |          |        |        |
+-----------+-----+-----------+---------+----------+--------+--------+

1/BY FIELD OFFICE SAFETY REPRESENTATIVES

2/BY HEADQUARTERS SAFETY REPRESENTATIVES

3/APPLIES TO FIELD OFFICE EMPLOYEE-OPERATORS

4/APPLIES TO HEADQUARTERS EMPLOYEE-OPERATORS

**[SECTION 3]{.underline}**

**[INVESTIGATION, ROUTING AND RECORDKEEPING]{.underline}**

> 1\. **OCCUPATIONAL INCIDENTS.**
>
> A. **Investigation, Routing, and Record keeping.**

1\. Upon receipt of Form HUD-795 from supervisors (Form HUD-795.1 and
copy of Form CA-1 may also be furnished simultaneously) the Safety
Representative shall review for completeness and investigate the
circumstances, which led to the reported incident.

1.  a\. **Investigation.** The extent and method of the investigation
    should be commensurate with the seriousness of the incident of
    injury or damage. The Safety Representative should inspect the work
    area in which the incident occurred and review the corrective
    measures applied or recommended by the supervisor as shown on Form
    HUD-795. Concurrence or modification of the corrective measures
    should be based on discussion with employees, the supervisor, or the
    management staff of the office, as may be appropriate.

    Field and Headquarters assistance to eliminate or reduce hazardous
    situations shall also be obtained, if necessary, particularly where
    a hazardous situation is caused by unsafe building facilities. See
    Paragraph 5.4.A.1.a. for additional guidelines in eliminating or
    reducing hazardous situations.

    b\. **Routing and Record keeping.** Upon completion of the above
    actions, the Safety representative shall execute the pertinent
    blocks of Form HUD-795, retain a copy in a safety management
    reference file together with copies of other related forms, as may
    be available and forward the originals within fifteen (15) days
    following the end of a quarter to the Safety and Health Officer.
    Field Office Safety Representatives shall forward original reports
    to the Administrative Resources Directors.

    2\. **MOTOR VEHICLE ACCIDENTS.**

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A.  **Motor Vehicle.**

    1.  (Standard Forms 91, 91-A and Optional Form 26). Upon receiving
        preliminary notification of a motor vehicle accident in
        accordance with paragraph 2.6.A.1, or upon receipt of the
        prescribed reporting forms from the supervisor, the Safety and
        Health Officer or the Safety Representative as specified below
        shall review the reports for completeness and arrange to have
        the accident investigated in accordance with the following
        guidelines:

        a.  **Investigation.** To insure that complete information is
            available for the defense of suits which may be filed under
            the Federal Tort Claims Act, every motor vehicle accident
            which occurs during the conduct of official business
            involving bodily injury or property damage totaling in
            excess of \$500.00 shall be investigated. Standard Form
            91-A, Investigation Report shall be used for documentation
            purposes.

            1.  **Responsibility for the Investigation** shall rest with
                the Departmental Safety and Health Officer on accidents
                involving Headquarters employee-operators and with the
                designated Safety Representative on accidents involving
                Field Office employee-operators.

            2.  **Method and extent** of the investigation shall be
                commensurate with the degree of severity of the accident
                considering whether a fatality occurred, severity of
                bodily injuries received and extent of property damage.
                Where a fatality, severe bodily injury or substantial
                property damage occurred, the SF 91-A shall include all
                requested data (except Block 28a through 28d Reviewing
                Official's Statement) with a narrative report to bring
                out all pertinent facts which were not fully explained
                on SF 91. Other supporting data such as sketches,
                photographs, police reports, physicians' statements or
                witnesses; statement shall also be supplied, if
                obtainable. Further guidance on the extent of the
                investigation may be obtained from the Offices of
                General or Field Counsel as appropriate.

            3.  **Accidents Involving GSA Interagency Motor Pool
                Vehicles.** The Federal Property Management Regulations
                (FPMR 101-39.403) require that where property damage is
                more that \$500.00 or bodily injury is involved, two
                copies of the complete report, including copies of
                Standard Form 91-A and all other supporting data, shall
                be forwarded to the Chief of the GSA motor pool
                assigning the vehicle. The investigation must be
                completed within 48 hours after the accident. Where
                property damage is less than \$500.00 and no bodily
                injury is involved, a copy of Standard Form 91 and any
                other available supporting data shall be furnished. Any
                difficulty in completing the investigation shall be
                reported immediately to the appropriate GSA Motor Pool
                Chief, since GSA may investigate any accident involving
                a motor pool system vehicle.

        b.  **Routing and Record keeping.** Motor vehicle accident
            report forms and other relevant data, including Standard
            Form 91-A, "Investigator," shall be routed as follows:

            1.  **Field Office Safety Representatives** shall retain a
                complete report copy in a safety management reference
                file and forward all originals to the Field Office
                Safety Representatives.

            2.  **Director, Administrative Resources Division and Field
                Office** Managers shall act as "Reviewing Officials" for
                all Standard Form 91-A, submitted by employees under
                their purview. The completed original reports shall be
                retained for submission to the Office of Field Counsel
                if a tort claim is subsequently received.

            3.  **Chief,** Transportation and Management Services Branch
                shall obtain the approval and signature as "Reviewing
                Official" by the Director, Office of Administrative and
                Management Services of all Standard Forms 91-A covering
                Headquarters Office employees. Original reports shall be
                retained for submission to the Office of General Counsel
                if a tort claim is subsequently received.

            4.  **For record keeping and analysis purposes**, motor
                vehicle accident reports should be maintained in
                individual folders by employee name and date of
                accident. Upon receipt of a claim, all pertinent
                documents must be attached to the claim, and then
                forwarded to General or Field Counsel as appropriate.
                Copies of all documents, including the claim forms,
                should be made for the safety reference file prior to
                releasing the originals. The file should also reflect
                the date that the claim was released to Counsel. (See
                Section 2, paragraph 2.4.d.)

            5.  **Disposition of official motor vehicle accident
                records** shall be in accordance with Handbook 2228.2,
                General Records Schedule.

        c.  **Federal Property Management Regulations** (FPMR
            101-39.406) provide that all costs incurred in the removal
            and repair of an interagency motor pool vehicle or, in the
            case of total loss, the replacement of the vehicle shall be
            chargeable to the employee-operator's employing agency
            whenever it has been determined that such damage or loss
            occurred as a result of misconduct, including but not
            limited to vehicle operation under the influence of alcohol
            or narcotics and willful abuse or misuse of a vehicle. Where
            a HUD official has accepted a GSA billing for repair or
            replacement costs, the details shall be furnished to the
            Safety and Health Officer for reporting purposes.

**[SECTION 4]{.underline}**

**[SAFETY AND HEALTH COMMITTEES]{.underline}**

1.  **GENERAL.**

    A.  **Safety and Health Committee.**

        1.  Valuable assistance is provided by safety committees in
            developing or implementing program changes or approaches in
            assessing the effectiveness of the program in regards to
            accident, illness and fire prevention and in furthering the
            flow of program and promotional communication to all levels
            of the Department. The committees provide a method by which
            employees can utilize their knowledge of workplace
            operations to assist agency management to improve policies,
            conditions, and practices.

2.  **ESTABLISHMENT OF SAFETY AND HEALTH COMMITTEES.**

    A.  **Safety and Health Committee**.

        1.  Department Safety and Health Committees shall be established
            as set forth below. The Chairperson and Secretary are to
            serve on a yearly basis, and shall be designated by their
            respective Committees, except that the Safety and Health
            Officer or designated Field Safety Representatives shall not
            serve as Chairperson. The Committee Secretary shall be
            responsible for preparation and distribution of the required
            minutes of the meeting. Facilities having 50 or more
            employees must establish and hold committee meetings as
            required in paragraph 4.A.1. Administrative Resources
            Directors will be responsible for assuring that Field Office
            facilities with less than 50 employees are represented on
            their parent office's Health Committees or establish local
            committees. Upon forming such committees, Field Offices
            shall submit information to the Safety and Health Officer
            concerning: the existence, name of chairperson, location,
            population and other data deemed necessary.

            a.  **Headquarters Safety and Health Committee** shall
                consist of the following members:

                1.  Departmental Safety and Health Officer (one)

                2.  Program Safety Representatives (eight)

                3.  Facilities Management Representative (one)

                4.  Local Office Union Representatives designated by the
                    exclusively recognized Union (ten)

            b.  **Field Office Safety and Health Committees** shall
                consist of the following members.

                1.  Safety Representative (one)

                2.  Administrative Division Representative (one)

                3.  First-line Supervisor (one)

                4.  Three representatives designated by the exclusively
                    recognized Union(s) or, if no Union is recognized,
                    other non-management employees at management's
                    discretion. The total number of Union
                    representatives shall not exceed the number serving
                    on behalf of management.

3.  **FUNCTIONS.**

    A.  **Primary Committee Functions**.

        1.  The primary functions of each Committee are to assist in the
            promotion of the HUD accident, illness and fire prevention
            program among all employees and in determining effective
            measures to eliminate or reduce further recurrences of
            reported incidents. Assistance shall be provided by:

            a.  **Accident, Illness and Fire Prevention.** Reviewing the
                circumstances of accidents, illnesses and fires which
                have occurred in the organization, particularly the
                causes which led to the incident, and the adequacy of
                the preventive measures taken or proposed by the
                supervisor and Safety Representative.

            b.  **Promotional Activities.** Determining and assisting in
                the carrying out of effective promotional activities to
                create and maintain a safety consciousness of all
                employees both on and off the job. Such activities may
                consist of employee meetings, display or distribution of
                posters, brochures or other promotional materials,
                showing films, safety contests and other activities as
                may be considered practicable.

            c.  **Program Modifications.** Exploring the necessity of
                modifications to the safety and health program policies,
                procedures and instructions.

            d.  **Other Activities.** Assisting in the inspection of
                work areas, when deemed advantageous by the Committee to
                insure that safety and health hazards are identified and
                effective remedial measures are applied in the flow of
                program communication between supervisory and
                non-supervisory personnel, and assuring that safety and
                health matters are regularly brought to the attention of
                management.

4\. **MEETINGS.**

A.  **Committee Meeting**.

    1.  Each Safety and Health Committee shall meet at the call of the
        Chairperson at least once every six months during each calendar
        year. Minutes of each meeting shall be prepared and distributed
        as follows:

        1.  a\. **Headquarters Committee.** Copies shall be furnished to
            key Headquarters Officials and Safety Representatives.

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        a.  **Field Office Committees.** Copies shall be furnished to
            key officials of the subject offices, the appropriate Field
            Office Safety Representatives and the Departmental Safety
            and Health Officer.

            5\. **RECOMMENDATIONS AND OTHER ACTIONS.**

            **Committee Recommendations.**

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    1.  Committee recommendations, which do not require higher echelon
        clearance or approval should be implemented immediately after
        appropriate local clearances and approvals are obtained.
        Implementation may be accomplished through the Committee itself
        or through the Safety Representative, as may be deemed most
        appropriate. Examples: rearrangement of furniture to eliminate a
        hazardous exit blocking; disposition of hazardous furniture,
        equipment or supplies; publication and location of building fire
        extinguishers, etc.

        a.  **Field and Headquarters Office Committee Recommendations**
            which require clearance and further actions by Headquarters
            components shall be forwarded to the Departmental Safety and
            Health Officer.

**[SECTION 5]{.underline}**

**[WORKPLACE INSPECTIONS]{.underline}**

1.  **GENERAL.**

    A.  **Workplace Inspections.**

        1.  The detection and elimination, or control, of accident,
            illness and fire hazards is essential to the prevention of
            injuries and illnesses to employees. Periodic work-area
            inspections, therefore, play a vital role in the conduct of
            an effective employee safety and health program. Safety
            inspections serve to:

            a.  **Check the effectiveness** of established safety
                policies and procedures.

            b.  **Assist management** in carrying out its
                responsibilities in accident-illness prevention.

            c.  **Recommend to Department management**, office heads and
                supervisors appropriate remedial measures that will
                adequately correct safety and health hazards.

2.  **RESPONSIBILITIES.**

    A.  **Employees Responsibility.**

        1.  Each employee shall be alert for hazardous conditions, which
            may exist in assigned work area(s) or facilities under
            personal control or observation, or any other area under HUD
            jurisdiction. Detected hazards shall be reported to the
            responsible supervisor or the Safety Representative.

            a.  **Supervisors.** By reason of their organizational
                responsibilities and knowledge of operational activities
                and facilities, supervisors shall give particular
                attention to the detection and correction of safety and
                health hazards. They shall consider the detection and
                correction of hazards as an integral part of their
                day-to-day responsibilities regarding work direction and
                management of their assigned work areas and facilities.
                The detection of safety health hazards should also be
                made part of any other office surveys or inspections
                that may be conducted for equipment, furniture or space
                utilization, housekeeping evaluation, etc.

            b.  **Safety Representatives** shall conduct periodic
                inspections of the work areas and facilities of offices
                under their jurisdiction in accordance with the
                procedures and frequency set forth below.

            c.  **Safety and Health Committees,** or representatives
                thereof, shall inspect work areas and facilities to such
                extent and at such frequency as may be deemed warranted
                by the Committee.

            d.  **Justifications for Committee** inspections will be
                based on reviews of accident reports or injury frequency
                rates of specific offices or areas, adequacy of remedial
                actions as initiated by supervisors or Safety
                Representatives, review of safety inspection reports as
                prepared by the Safety Representatives or for other
                reasons that the Committee may consider appropriate.

3.  **PERIODIC SAFETY INSPECTIONS.**

    A.  **Safety Inspections.**

        1.  Designated Safety Representatives shall conduct inspections
            of work areas and facilities of offices under their
            jurisdictions in accordance with the following:

            a.  **Frequency.** Semi-annual inspections shall be
                conducted at six-month intervals during each calendar
                year.

            b.  **Report Form.** Inspections shall be documented on Form
                HUD-795.2A, Safety and Health Inspection Checklist. All
                Safety Representatives shall forward one copy of each
                completed report Form HUD 795.2A, to the Safety and
                Health Officer, Field Office Safety Representatives
                shall also forward one copy to the Administrative
                Resources Director.

4.  **HAZARD DETECTION AND CORRECTIVE ACTIONS.**

    A.  **Hazard Detection and Abatement.**

        1.  Any item on Form HUD-795.2A, or others, which may be added
            by the Safety Representative that is found unsatisfactory
            from a safety or health standpoint, shall be appropriately
            indicated on the checklist. The detection of hazards will
            not, in itself, prevent accidents, illnesses or fires unless
            corrective action is taken to eliminate, reduce or otherwise
            control the hazards discovered. Accordingly, the Safety
            Representative shall assure that appropriate action is
            initiated to eliminate, reduce or control each hazard
            discovered, and indicate such action in the pertinent block
            of Form HUD-795.2A. Corrective actions should be coordinated
            with higher

            organizational echelons as may be necessary. As explained in
            Section 4, paragraph 4.3.A., the assistance of the Safety
            and Health Committee may be obtained in determining
            corrective actions, which should be taken to eliminate,
            reduce or control hazards. While it is not always possible
            to completely eliminate all hazardous situations or
            conditions, every hazard can be at least reduced or
            controlled by application of one or a combination of the
            following methods:

            a.  **Elimination or Removal.** Repairs or operational
                changes can frequently eliminate hazards. For example,
                torn carpets or loose floor tiles can be effectively and
                safely repaired; doors which may open into corridors can
                be re-hung to open inwards; hazardous use of extension
                cords might be eliminated by the installation of
                convenient electrical outlets; use of a flammable liquid
                in a cleaning operation might be eliminated by a process
                change whereby a nonflammable cleaning agent is used.
                Where a hazard cannot be entirely eliminated it is
                frequently possible to reduce the hazard, thus lessening
                the possibility of accident or fire. For example, the
                hazard presented by slippery exterior steps can be
                reduced, but not eliminated, by spreading sand or salt
                on the surfaces; the hazard presented by the use of
                extension cords in situations where the electrical
                outlet cannot be relocated can be reduced, but not
                eliminated by, the use of adhesive-backed, flush
                electrical molding.

            b.  **Controlling the hazard.** Where hazards cannot be
                completely eliminated or reduced, it is frequently
                possible to confine the hazards to prevent harm to
                employees or to prevent a fire from occurring. For
                example, if loose floor tiles or badly torn carpet
                cannot be promptly repaired, or if a floor-type
                telephone or electrical outlet cannot be promptly
                removed from an aisle, a guard or barrier can be placed
                around the hazard to keep persons away; if flammable
                liquids must be used, a safety container should also be
                used to confine the fire hazard presented by oily rags
                which may be necessary for cleaning purposes.

            c.  **Protection of the employee.** When employees must work
                on jobs where hazards cannot be eliminated or controlled
                as outlined above, they should use personal protective
                equipment to guard them from injury or illness. For
                example, employees who must regularly handle rough
                materials, furniture or heavy office machines, should
                wear gloves; employees who must regularly load or unload
                vehicles involving heavy furniture should wear safety
                shoes; employees who must handle caustic solutions
                should wear protective goggles, aprons and gloves.

**[SECTION 6]{.underline}**

**[TRAINING AND SUPERVISION]{.underline}**

1.  **GENERAL.**

    A.  **Training and Supervision**.

        1.  **Training.** An effective accident, illness and fire
            prevention program is based primarily on proper job
            performance. When employees are trained to perform their
            duties properly and are influenced to maintain a
            safety-consciousness in all their job activities, their
            commission of unsafe acts can be virtually eliminated.

            Training, which is one way of influencing human behavior, is
            necessary to impress upon employees the importance of
            working safely and of maintaining a proper safety attitude,
            not only for their protection but for the protection of
            fellow employees or visitors to their work areas and
            valuable property.

        2.  **Supervision.** Safety supervision is necessary even after
            employees have been trained in safe work practices and given
            proper job instruction according to those methods.
            Deviations from safe work practices will occur and
            accidents, injuries or fires will result. To prevent or
            reduce the frequency of such incidents, supervisors must be
            alert for unsafe practices and correct them as soon as they
            are observed. No one is better qualified, or in a more
            strategic position to correct the unsafe act or eliminate a
            safety hazard. The supervisor deals directly with both the
            worker and the job and is in the ideal position to improve
            the employee's safety attitude, to increase the employee's
            knowledge of the job and to prevent both unsafe employee
            acts and unsafe working conditions. When the supervisor
            fails in these responsibilities, accidents, injuries,
            illnesses or fires may be more likely to occur together with
            their resulting inefficiency, loss of employee resources,
            production delays or other costly results.

        3.  **Assistance from Safety Representatives.** By virtue of
            their safety assignments and responsibilities, Safety
            Representatives are vital to the conduct of an effective
            accident, illness and fire prevention program. Safety
            Representatives receive and review all incident reports
            originating within their assigned areas and, by analyses,
            determine the progress in carrying out the safety and health
            program. They are able to determine overall incident
            frequency rates, the most common causes of occupational
            accidents, illnesses and fires that may be occurring in
            their assigned areas and what

            special efforts should be taken to reduce or eliminate such
            incidents. Safety Representatives should therefore assist
            supervisors to the greatest extent possible in detecting and
            correcting unsafe employee acts and unsafe conditions.

2.  **NEW EMPLOYEE ORIENTATION.**

    A.  **Employee Orientation.**

        1.  **Safety training** begins at the time of employment, before
            the employee begins to perform assigned functions. It is
            important that orientation of every new HUD employee include
            certain basic accident, illness and fire prevention
            principles. Some basic points which should be stressed are
            as follows:

            a.  **The Department's policy** regarding the protection of
                employees' safety and health and management's interest
                in the safety and health program.

            b.  **The structure** of the HUD safety and health framework
                existing in the Headquarters and field offices,
                including the roles and responsibilities of the
                designated officials and committees, and the general
                guidelines by which the safety and health program is
                administered.

            c.  **The basic types** and causes of accidents and fires.
                Based on a review of the accident record of the
                organization, new employees should be alerted as to the
                types of accidents and causes that they are likely to
                encounter in their work activities.

            d.  **The requirements** that employees must report all
                occupational injuries, illness, accidents, fires and
                unsafe conditions to their supervisors.

            e.  **The requirement** that no job is to be performed in a
                manner which will endanger the safety of the employees,
                their fellow workers, or others, and that no employee
                will be expected to perform a task, which is obviously
                unsafe.

            f.  **The requirement** that personal protective equipment
                such as safety goggles, shoes, hard hats, etc., shall be
                worn as may be prescribed for certain jobs. See Section
                7 for additional information.

        2.  **New employee safety and health orientation** should be
            given by the Safety Representatives, supervisors and/or
            Personnel Training Academy representatives, as may be deemed
            to be most advantageous. Films, slides, charts or such other
            visual or graphic aids, as may be available should be
            utilized.

        3.  **Orientation for the Disabled.** A personalized safety and
            health orientation should be provided at the request of a
            disabled employee.

3.  **CONTINUOUS ON-THE-JOB SAFETY TRAINING.**

    A.  **On-The-Job Safety Training.**

        1.  **Preliminary Instructions.** Upon reporting to their
            assigned work areas, new employees shall be instructed by
            their supervisors as to the general operational policies and
            procedures, which will govern their job performances.
            Certain points may be made which were covered in the new
            employee orientation, however, at this time the supervisor
            will stress the specific safety factors which will bear on
            the employee's assigned functions. General safety rules,
            regulations and procedures will be identified and the
            employees will be instructed as to specific safety and fire
            prevention practices which will be followed in the
            performance of their duties.

        2.  **Day-to-Day Observation.** Inasmuch as average workers may
            not instinctively follow work practices, which protect them
            from injuries, continuous safety observation by supervisors
            is necessary. Correct work practices must be continuously
            stressed until the employees develop habit patterns, which
            do not employ unsafe methods. Effective supervision is a
            basic accident, illness and fire prevention control,
            functioning on the principal that if the necessary guidance
            is provided with proper training and the development of good
            work habits, employee competency will be assured regardless
            of whether or not supervisors are in the area.

        3.  **Correction of Unsafe Acts or Conditions.** Supervisors
            have significant opportunity to observe and identify
            potential for occupational accidents, illnesses and fires,
            through unsafe acts of employees or unsafe mechanical or
            physical conditions. Such hazardous situations exist because
            of supervisory, employee, and Safety Representative failure
            and training deficiencies. Day to day surveillance of
            employees will reveal not only unsafe practices and
            conditions, but will also help identify "near miss"
            accidents that interrupt work procedures and production.
            When employees are observed taking hazardous "short cuts,"
            by passing a safety precaution for the sake of "expediency,"
            performing an unassigned potentially hazardous task without
            proper training or tools, or otherwise departing from
            established safe methods, they should be corrected by
            additional job training or instruction of the employees,
            supervisory persuasion or recourse to disciplinary
            enforcement, if necessary.

            a.  **Supervisory Failures.** The "cause behind the cause"
                of many accidents and fires is often the failure of
                supervisors to meet their accident and fire prevention
                responsibilities. For example, an office employee may be
                injured, and valuable property damaged, during the
                employee's physical rearrangement of office furniture or
                equipment. However, the employee's neglect in requesting
                the services from the proper facilities may have been
                due to the supervisor's failure to insist on the proper
                practice. Or, an employee may be injured in a fall from
                an improper step stool while attempting to reach high
                bookshelves. The employee's neglect in using a proper
                item may have been due to the supervisor's failure to
                provide the proper item or to insist on use of the
                proper item. Reviews of accident reports generally
                reveal the following common list of supervisory
                failures:

                1.  Failure to follow-up occasionally to assure
                    compliance with safe practices.

                2.  Failure to initiate action to remedy a previously
                    reported hazard.

                3.  Permitting employees to perform potentially
                    hazardous tasks, which should be performed by
                    qualified, properly equipped service personnel.

                4.  Permitting, or directing inexperienced employees to
                    perform potentially hazardous activities without
                    proper training or orientation, such as operating
                    cutting equipment or machines, operating materials
                    handling equipment, visiting program construction
                    sites, etc.

4.  **SAFETY TRAINING FOR SUPERVISORS AND SAFETY REPRESENTATIVES**.

    A.  **Supervisors**.

        1.  **In carrying out their job responsibilities** the principal
            duties of supervisors are to establish work methods, give
            job instructions to employees, assign specific persons to
            specific duties, supervise the employees and maintain the
            work area, furniture and equipment in proper order. The
            immediate job responsibilities for accident, illness and
            fire prevention falls upon supervisors because the
            activities referred to above are the same channels through
            which accident, illness and fire prevention efforts are
            carried out. Supervisors must have a working knowledge of
            principals of accident, illness and fire prevention if they
            are to successfully train their employees in on-the-job
            safety.

        2.  **Designated Safety Representatives** require advanced
            education and training in the administration and management
            of safety and health programs if they are to successfully
            carry out their responsibilities.

        3.  **Training Sources.** Courses of instruction on the
            principals of accident and fire prevention, promotion, and
            other phases of safety management are available from various
            Government and non-Government sources. Information may be
            obtained from the National Institute for Occupational Safety
            and Health of the Department of Health and Human Services,
            the Federal Safety Advisory Council or the National Safety
            Council, etc. All matters pertaining to the establishment of
            HUD training courses or the attendance of HUD personnel at
            other Government or non-Government training courses shall be
            properly coordinated with the Office of Human Resources.

5.  **FIRST AID TRAINING.**

    A.  **First Aid.**

        1.  First aid is the immediate and temporary care given the
            victim of an accident, illness or fire until the services of
            a physician can be obtained. It is a program of education
            that is specifically designed to reduce the frequency of
            accidents and to control the severity of injuries or illness
            through proper handling of the injured employee. First aid
            protects injured victims from additional injury and saves
            lives when assistance is urgently needed and medical help is
            not immediately available; it emphasizes the effects of
            accidents and the need to prevent them and develops a
            sharpened safety consciousness that results in fewer
            accidents and fires both on and off the job; it promotes a
            spirit of mutual protection and regard for the well-being of
            fellow workers and it stimulates interest in other aspects
            of the safety and health program.

            a.  **Employees.** Training of an appropriate number of
                employees, consistent with the presence of hazardous
                operations as may exist and ready availability of
                medical facilities, should be encouraged at all levels
                and locations. For example, first aid training should be
                given to employees assigned to operations involving
                high-voltage electronic equipment such as automatic data
                processing machines, to employees regularly involved in
                heavy materials handling, and to employees of other
                machinery and equipment operations such as printing and
                binding and equipment repair facilities. First aid
                training of employees shall be required where
                professional medical services are not available in the
                work premises.

            b.  **Training Sources.** First aid courses of instruction
                are available from various sources, including the GSA
                Public Buildings Service, Regional Federal Protective
                Services, the American Red Cross and various commercial
                concerns. Requests for additional information,
                arrangements for courses, presentations or enrollment of
                employees in existing training programs shall be
                referred to the appropriate Personnel Office.

**[SECTION 7]{.underline}**

**[PERSONAL PROTECTION EQUIPMENT]{.underline}**

1.  **GENERAL.**

    A.  **Use of Personal Protection Equipment.**

        1.  The most effective way to eliminate or reduce workplace
            hazards is to provide facilities, materials, tools, and
            equipment or work techniques, which are designed to provide
            maximum safety to employees. Where a hazardous situation
            cannot be eliminated or completely controlled at its source
            the use of personal protective equipment is necessary.

            a.  **Authority.** Authority to purchase personal protection
                equipment for employee's use in the performance of
                assigned duties is contained in 5 U.S.C. 7903.

            b.  **Applicability.** All HUD employees who are exposed to
                hazardous areas or operations during their performance
                of assigned duties shall use or wear proper personal
                protective equipment.

            c.  **Responsibilities.**

                1.  **Determining the need for personal protective
                    equipment**, furnishing the equipment and providing
                    for its maintenance are responsibilities of
                    management and supervisors. To permit maximum re-use
                    and avoid excessive purchases, personal protective
                    equipment should be issued on an as needed basis,
                    where infrequent need is involved, and returned to
                    stock after use. Issuance should be on an extended,
                    indefinite basis to employees whose assignments
                    require continual need.

                2.  **Employee Protection.** Officials who have program
                    management responsibilities in hazardous activities
                    such as construction operations, the use of high
                    voltage equipment, and repair, fabrication or
                    warehousing operations should have their subordinate
                    supervisors periodically review such operations for
                    hazards. If a hazard cannot be eliminated or
                    controlled at its source, personal protective
                    equipment must be provided to safeguard employees
                    who must expose themselves to the hazard.

2.  **REQUIRED PERSONAL PROTECTIVE EQUIPMENT.**

    A.  **Prescribed Equipment.**

        1.  Figure 7-1 lists some hazards which are associated with
            certain HUD operations and the corresponding types of
            personal protective equipment that are prescribed to protect
            employees. The listing is not all-inclusive; changes or
            additions will be made as warranted. Requests containing
            complete information as to the change or addition
            recommended, including an explanation of the need shall be
            forwarded through the designated Field or Headquarters
            Safety Representative to the Departmental Safety Officer.
            Upon coordination with appropriate program and technical
            authorities the Safety Officer will prepare the necessary
            implementation or other action.

3.  **REQUISITIONING AND PROCUREMENT.**

    A.  **Process.**

        1.  Requisitions for personal protective equipment shall state
            the type and quantity of each item required, the hazardous
            operation to which the employees are assigned, and shall be
            approved by the employees' supervisor.

        2.  Requisitions shall be submitted to the Administrative
            Officer for purchase and/or issue action, or referral to the
            office having such responsibility. Purchases shall be made
            in accordance with existing procurement regulations and
            procedures. It is essential that all purchases comply with
            the cited American National Standard.

            1.  

        3.  Inventorying and accounting for the specified personal
            protective equipment should be carried out in the same
            manner as applicable to other items of non-capitalized
            supplies, tools or equipment.

4.  **DESCRIPTION AND MAINTENANCE.**

    A.  **General.**

        1.  General descriptions and maintenance techniques of the
            personal protective equipment prescribed in Appendix 2 are
            as follows:

            a.  **Safety Helmet (hard hat).** Shell of one-piece
                seamless construction; protects wearer from impacts,
                flying objects and electrical shock; water resistant and
                slow burning; will not transmit a force of

                850 lbs., for use around electrical hazards up to 2200
                volts AC at 60 cps for one minute; crown strap
                adjustment must keep helmet ¾ to 1 ¼" above wearer's
                head. American National Safety Standard

                Z89.1-1969.

            b.  **Maintenance.** Crown straps and headbands should be
                replaced whenever they show signs of deterioration or
                bad soiling. Helmets should be discarded if cracked or
                damaged. Used helmets should be washed (crown straps and
                headband) in warm, soapy water; then rinsed and
                disinfected with commercial cleaners before re-issue.

            c.  **Spectacle Type Safety Goggles.** Consists of
                two-lenses, plastic or glass, two lens frames, nose
                bridge and ear supports similar to conventional eye
                glasses. Protects the wearer from flying objects or
                particles; side shields afford greater protection in
                open construction areas; minimal optical distortion;
                American National Standard Z87.1-1968; available in
                various styles, such as:

                1.  Metal frame

                2.  Plastic frame

                3.  Metal-plastic frame

            d.  **Maintenance.** Used goggles should be sterilized if
                re-issued to other employees. Wash in warm soapy water
                or detergent, rinse and immerse in a germicidal
                deodorant solution, then allow to air dry; place in
                clean, dustproof container or bag.

            e.  **Shields, Eye, Plastic.** Consists of a frame of metal,
                plastic or fiber, one-piece plastic lens with minimal
                optical distortion, side protection and adjustable
                headband; ventilated, (fits over regular prescription
                glasses). Protects the wearer from flying objects or
                particles. American National Standard Z87-1-1968.
                Available in rigid or flexible frame.

            f.  **Maintenance.** (same as spectacle type goggles, except
                that headband should be replaced, if necessary).

                1.  **[Figure 7-1]{.underline}**

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1.  **HAZARD TYPICAL OPERATIONS REQUIRED SAFETY EQUIPMENT**

    Falling objects Safety helmet (hard hat)

    Flying objects Construction operations Clear safety goggles or eye
    shields

    or particles

    Foot and toe Materials handling or Foot guards (metatarsal);

    injuries warehousing operations metal

    where employees are

    intermittently exposed

    to impact or compression

    type foot injuries.

    **[SECTION 8]{.underline}**

    **[HAZARD COMMUNICATION PROGRAM]{.underline}**

    1.  **GENERAL.**

        A.  **Program.**

            1.  The Occupational Safety and Health Administration (OSHA)
                of the Department of Labor requires that Federal, State
                and local governments, as well as private employers,
                establish a Hazard Communication Program. This program
                is intended to insure that the hazards of chemicals used
                in the workplace are evaluated and that information
                about such hazards is made available to employees.

            2.  Chemical manufacturers and distributors are required by
                law to put labels on their products, warning of
                hazardous components. They must also provide a "Material
                Safety Data Sheet" (MSDS) to users, which describe the
                physical and chemical properties of products, their
                physical and health hazards, and precautions for their
                safe handling and use.

    2.  **PROGRAM ELEMENTS.**

        A.  **Requirements.**

            1.  HUD's Safety and Health Officer is the coordinator of
                the Department's Hazard Communication Program. HUD's
                program requires that:

                a.  A list of hazardous chemicals present at a work site
                    be compiled;

                b.  These chemicals be properly labeled;

                c.  MSDS's be available for all of these chemicals;

                d.  Employees who work with hazardous chemical be
                    trained and be provided with information regarding
                    them.

    3.  **HUD IMPLEMENTATION.**

        A.  **Work Sites.**

            1.  Since operations are for the most part conducted in an
                office setting, relatively few HUD employees handle
                hazardous chemicals as part of their jobs. Some
                employees, however, do handle such materials.

                a.  **Headquarters Implementation.** Hazardous chemicals
                    are used in the Printing Plant, Visual Arts and the
                    Photo Lab. Supervisors are responsible for assuring
                    that such chemicals are properly labeled and that
                    employees are trained in the use of these chemicals.
                    MSDS for the chemicals used in copy machines should
                    be made available to employees who service such
                    machines. The Safety and Health Officer maintains a
                    list of all hazardous chemicals used at Headquarters
                    and an MSDS for each. The supervisor shall assure
                    that proper training is provided, if and when, a new
                    hazardous substance is introduced.

                b.  **Field Implementation.** In Field Offices,
                    employees who visit work sites may be exposed to
                    hazardous chemicals. It is the responsibility of the
                    contractor(s) at the site to insure that the
                    requirements of the Hazard Communication Program are
                    observed. Safety representatives in HUD field
                    offices should assure that HUD employees who visit
                    sites are familiar with the Hazard Communication
                    Program and know how to read hazard information on
                    labels and MSDS's. Further information about the
                    Hazard Communication Program may be obtained by
                    contacting the Departmental Safety and Health
                    Officer.

                    1.