# Veterans Benefits Administration VBA Handbook 7700.1

# Department of Veterans Affairs Transmittal Sheet

**Washington, DC 20420 July 16, 2003**

**OCCUPATIONAL SAFETY AND HEALTH**

**1. REASON FOR ISSUE:** To provide the Veterans Benefits Administration
(VBA) guidance for implementing the VBA occupational safety and health
(OSH) policy.

**2. SUMMARY OF CONTENTS:** This handbook contains the VBA OSH program
for the prevention of injuries and illnesses, including requirements
for:

a\. Reducing or eliminating work-related injuries and illnesses and for
minimizing the severity of those injuries and illnesses that occur;

b\. Training;

c\. Recordkeeping and reporting; and

d\. Recognizing outstanding OSH achievements.

**3. RESPONSIBLE OFFICE:** Office of Facilities, Access and
Administration (20M3) and Office of Human Resources (20M1).

**4. RELATED DOCUMENTS:** VA Directive 7700 and Handbook 7700.1, both
titled Occupational Safety and Health.

**5. RESCISSIONS:** None

Daniel L. Cooper

Under Secretary for Benefits

Distribution:

# Veterans Benefits Administration VBA Handbook 7700.1

# Department of Veterans Affairs Transmittal Sheet

**Washington, DC 20420 July 16, 2003**

**CONTENTS**

**OCCUPATIONAL SAFETY AND HEALTH**

**Paragraph Page**

1\. Purpose and Scope 1

2\. Objectives 1

3\. Standards 1

4\. Responsibilities 1

5\. Occupational Safety and Health Program 1

a\. Annual OSH Inspections 1

b\. Hazard Surveillance Surveys 2

c\. Unsafe Working Conditions 2

d\. Annual Occupational Safety and Health Report 3

e\. Pre-occupancy Inspections 3

f\. Operations and Maintenance Activities 3

g\. Product Safety Program 3

h\. Motor Vehicle Safety Programs 3

i\. Ergonomics Program 3

j\. Violent Behavior Prevention Program 3

k\. Automatic External Defibrillators (AEDs) 3

6\. Industrial Hygiene Program 4

a\. Comprehensive Industrial Hygiene Survey 4

b\. Program Elements 4

7\. Investigations 5

a\. Injury and Illness Investigations 5

b\. Injury and Illness Review Board 5

c\. Board of Inquiry 5

8\. Fire Plan/Occupant Emergency Plan 6

a\. Required Elements 6

b\. VAM&ROCs 6

c\. GSA Facilities 6

9\. Training Requirements 6

a\. General 7

b\. Specialized OSH Training 7

10\. Occupational Safety and Health Awards 7

11\. Recordkeeping and Reports 8

a\. Program Requirements 8

b\. Documentation Related to the OSH Program 8

c\. Retention of OSH Records 8

i\.

**July 16, 2003 VBA Handbook 7700.1**

**OCCUPATIONAL SAFETY AND HEALTH**

**1.** **PURPOSE and Scope.** This handbook applies to all VBA
facilities. The purpose of this Handbook is to:

a\. Establish the VBA Occupational Safety and Health (OSH) program;

b\. Ensure that all VBA facilities implement comprehensive OSH programs
that are designed to reduce or eliminate work-related injuries and
illnesses and to minimize the severity of those injuries and illnesses
that occur;

c\. Institute training requirements for the VBA OSH program;

d\. Establish minimal recordkeeping and reporting requirements
associated with the VBA OSH program to ensure compliance with OSH
requirements and minimize the recordkeeping burden to VBA employees and
managers; and

e\. Establish OSH awards to promote OSH and to acknowledge outstanding
OSH achievements.

**2. OBJECTIVES.** The objectives of the VBA OSH program are to:

a\. Reduce or eliminate work-related injuries and illnesses;

::: Definition-Term
b\. Minimize the severity of those injuries and illnesses that occur;
:::

c\. Ensure compliance with applicable OSH regulations and standards;

d\. Implement safe work practices; and

e\. Provide a safe and healthful work environment for VBA employees.

**3. Standards.** Federal regulations and generally accepted industry
standards define the scope and direction of the VBA OSH program.
Although VBA facilities are exempt from state and local safety and
health requirements and local fire codes, VBA strives to attain,
wherever possible, compatibility with these state and local codes and
standards. The General Services Administration (GSA) uses similar
guidelines and standards concerning safety and will need to be consulted
when in GSA leased facilities. Contractor/subcontractor employees shall
be required to comply with state and local codes. The local unions, upon
request, shall be provided access to copies of the applicable state and
local codes related to a current problem at the facility. VA Designated
Agency Safety and Health Official (DASHO) Information Letters should be
used to assist in the clarification of the VBA program.

**4. RESPONSIBILITIES.** Responsibilities for VBA officials and
employees are addressed in paragraph 3, VBA Directive 7700, Occupational
Safety and Health.

**5. Occupational Safety and Health Program**

a\. **Annual OSH Inspections.** Annual OSH Inspections are required at
each VBA workplace to assess compliance of the facility\'s OSH program
with VA and VBA requirements. Qualified personnel (e.g., safety
managers, safety specialists, industrial hygienists, safety engineers,
fire protection engineers, etc.) are to conduct these comprehensive OSH
inspections of VBA facilities at least once every fiscal year (not to
exceed 15 months between inspections). The qualified inspectors may be
VBA, VHA, and GSA or contract personnel. VBA facilities are encouraged
to contact the Veterans Health Administration VISN Safety and Health
personnel to coordinate these

1\.

**VBA Handbook 7700.1 July 16, 2003**

inspections (See list at intranet link
[http://vaww.va.gov/vasafety/page.cfm?pg=78]{.underline}). These
inspections shall be conducted and documented in accordance with
requirements and guidance provided by the DASHO. Costs associated with
travel or contracts for these inspections are the responsibility of the
Regional Office or other VBA facility.

\(1\) **Safety, Occupational Health and Fire Protection Evaluation.** VA
Form 2165, Safety, Occupational Health and Fire Protection Evaluation,
or a similar listing of the deficiencies and an executive summary of the
inspection cited shall be obtained by the facility Director no later
than 15 days after completion of the report of the annual OSH
inspection. VA Form 2165 or its equivalent shall be posted, upon
receipt, for all OSH deficiencies cited and shall remain posted for
three working days or until each deficiency is corrected (whichever is
longer) at or near the hazard(s) cited and in a location where employees
have routine access. A copy of VA Form 2165 or its equivalent for all
OSH deficiencies cited must be provided by the facility Director to the
VBA Designated Safety and Health Official (DSHO), local OSH Committee,
and to employee representatives, as appropriate.

\(2\) **OSH Abatement Plan.** An OSH Abatement Plan shall be developed
that addresses each OSH deficiency, which cannot be corrected within 30
calendar days, identified during an annual OSH inspection or an
inspection by OSHA. The OSH abatement plan should include an explanation
of the reason(s) for the delay, a proposed schedule for correction, and
interim corrective action(s) to prevent any adverse impact on the safety
or health of VBA beneficiaries, visitors, or employees. The abatement
plan must be forwarded to the VBA DSHO for review within 30 days of the
facility\'s receipt of the report that identifies the deficiency(s). The
DSHO (or designee) must approve the OSH abatement plan and all revisions
to the plan. The OSH abatement plan (and revisions) must be posted at
the facility until the deficiency(s) addressed by the plan has (have)
been corrected.

\(3\) **Follow-up Reviews.** Follow-up reviews shall be conducted by
qualified personnel (e.g., safety managers, safety specialists,
industrial hygienists, safety engineers, fire protection engineers or
their designee) to ensure that deficiencies identified at VA facilities
have been corrected or that the corrective action is effective.

\(4\) **Employee Participation.** Employee participation in all aspects
of the VBA OSH program is to be encouraged. Representatives of
recognized labor organizations shall be invited by the facility Director
to participate in the annual OSH inspection (see par. 5a) and in
inspections conducted by OSHA personnel. Employees should be consulted
(confidentially, if appropriate) during the annual OSH inspection.

b\. **Hazard Surveillance Surveys.** Hazard surveillance surveys shall
be performed and documented at each VBA facility by qualified personnel
who are trained in the recognition of physical hazards and unsafe work
practices. The surveys shall consist of facility-wide inspections and a
written report. It is recommended that these surveys be conducted on a
quarterly basis but at a minimum should be conducted concurrently with
the mandatory annual OSH inspections. Deficiencies cited by these
surveys that are not corrected within 30 days must be addressed in the
facility OSH abatement plan.

c\. **Unsafe Working Conditions.** Unsafe working conditions shall be
brought to the attention of supervisory personnel immediately.

\(1\) If a situation could reasonably be expected to cause death or
serious injury, the immediate supervisory will take action, including
evacuation of the workplace, to protect all affected employees. If
immediate abatement of the hazard is not possible, the supervisor must
contact the facility Safety Officer.

\(2\) If an employee is uncomfortable discussing the unsafe working
condition with facility supervisor, does not feel that the corrective
action was adequate, or does not feel that corrective action is being
implemented in a timely manner, the employee can notify facility Safety
Officer and/or the union. This notification should be, but is not
required to be, in writing and any request to remain anonymous should be
clearly stated. VBA\'s DSHO, or the Director, Occupational Safety and
Health should be contacted, in turn, if the issue is not resolved to the
employee's satisfaction within 30 days. (For additional information, see
Intranet link at
[http://vaww.va.gov/vasafety/docs/Compl-Attach.doc]{.underline}.)

2\.

**July 16, 2003 VBA Handbook 7700.1**

\(3\) Reprisal against employees who exercise their rights under the OSH
program is prohibited. Reprisal against employees may result in
disciplinary action.

d\. **Annual Occupational Safety and Health Report.** A summary report
of occupational safety and health initiatives shall be prepared by each
VBA facility and provided to the VBA DSHO and an executive summary to
the Department's DASHO by October 31 of each year. This report shall
discuss the injury and illness experience of the facility for the last
five years, include an analysis of trends, and describe actions
implemented to reduce/eliminate work-related injuries and illnesses at
the facility.

e\. **Pre-occupancy Inspections.** Pre-occupancy inspections, including
leased space, must be conducted by qualified personnel (e.g., safety
managers, safety specialists, industrial hygienists, safety engineers,
fire protection engineers, etc.) prior to occupancy by VBA employees of
any new or renovated space. These inspections must ensure that the space
complies with all applicable safety and health requirements and that VBA
employees to occupy the space will not be exposed to any recognized
safety and health hazards.

f\. **Operations and maintenance activities.** Operations and
maintenance activities that have been identified as being hazardous must
have written procedures that delineate the step-by-step process required
to complete these activities safely. These procedures must be clear to
the persons required to implement them, shall incorporate safe work
practices, and shall address emergency response. Failure to follow
written procedures may result in disciplinary action. Position
descriptions of personnel performing these tasks shall reflect safety
and health concerns documented by the written procedures.

g\. **Product Safety Program.** A Product Safety Program in accordance
with VA Handbook 7128, Storage and Distribution Procedures, shall be
established at VA facilities to ensure that products and equipment
procured by VA are safe for use, meet applicable safety requirements,
are labeled appropriately, and are removed from service and disposed of
properly when no longer serviceable or when recalled by the
manufacturer, GSA, or other Federal agency. The facility program must
comply with all requirements of the VA product safety program and ensure
that all hazardous chemicals and agents are handled safely throughout
their life cycle (including receipt, distribution, storage, use,
disposal, and emergency response). Training will comply with regulatory
requirements, such as OSHA, Environmental Protection Agency (EPA), and
the Department of Transportation 49 CFR 172.

h\. **Motor Vehicle Safety Programs.** Motor Vehicle Safety Programs
shall be developed and implemented at VBA facilities where motor
vehicles, forklifts, pallet jacks, electric lifts, etc. are regularly
operated on official business. This program shall remind operators of
safe driving practices, the requirement to use safety belts and shoulder
harnesses, and defensive driving techniques. Periodic distribution of
vehicle safety literature, the use of posters, and video training aids
is encouraged. Facilities shall present at least one formal safe driving
program per year. Operators of VBA vehicles must have a current state
driver's license.

i\. **Ergonomics Program.** Every VBA facility is required to develop a
written Ergonomics program. Refer to the Departmental Occupational
Safety and Health Handbook 7700.1 (Intranet link
[http://vaww.va.gov/vasafety/page.cfm?pg=101]{.underline}).

j\. **Violent Behavior Prevention Program.** Every VBA facility is
required to develop a written Violent Behavior Prevention Program.
(Intranet link [http://vaww.va.gov/vasafety/page.cfm?pg=148]{.underline}
)

k\. **Automatic External Defibrillators (AEDs).** VBA facilities are
encouraged to acquire AEDs. Facility Directors should contact
appropriate health care officials to determine appropriate number, type,
and placement as well as training for the devices. VISN Safety and
Health personnel will assist in the development of appropriate program
requirements. For VBA facilities in GSA owned or leased buildings, the
acquisition should be coordinated with the "major tenant." Cost for the
acquisition and related training is the responsibility of the VBA
facility. (For additional information see Internet link at
[http://www.osha.gov/dts/tib/tib_data/tib20011217.pdf]{.underline}.)

3\.

**VBA Handbook 7700.1 July 16, 2003**

**6. Industrial Hygiene program.** Industrial hygiene is the term
applied to the process of recognizing, evaluating, and controlling
environmental factors or stresses arising in or from the workplace that
may cause sickness, impaired health and well being, or significant
discomfort among workers and those with whom they are in contact. VBA is
steadily moving to increase its inventory of Department-owned co-located
facilities. As the inventory increases, additional tasks such as
building and grounds maintenance will increasingly add to the number of
risks that may present themselves to VBA and contract employees. The
following elements should be addressed as appropriate:

a\. **Comprehensive Industrial Hygiene Survey.** To control recognized
hazards found in VBA facilities, a comprehensive industrial hygiene
survey shall be performed by qualified safety and/or health personnel
such as industrial hygienists or other environmental professional. For
assistance, facilities may contact VHA VISN Safety and Health officials
or GSA, as appropriate. The survey must address hazardous chemicals,
biological agents, and physical agents located at the facility that
could adversely impact the safety and health of VA beneficiaries,
visitors, or employees. This survey must be reviewed and updated
annually or whenever there has been a change in the production process,
control equipment, personnel, work practices, or may be initiated by
employee complaints. Hazardous chemicals and equipment must be used and
operated in accordance with OSHA regulations and the manufacturer\'s
recommendations and guidance.

b\. **Program Elements.** The program elements listed below shall be
developed and implemented, as appropriate, for each hazardous chemical,
biological agent, or physical agent identified by the Comprehensive
Industrial Hygiene Survey:

\(1\) **Monitoring and Analysis.** Monitoring and analysis shall be
performed by a qualified industrial hygienist or other environmental
professional (VHA, GSA, or contractor) in accordance with OSHA and EPA
requirements and guidelines. If monitored levels exceed the permissible
exposure level or action level (a concentration of a chemical or agent
above which OSHA requirements become mandatory) for an individual
chemical or agent or if recommended by qualified professional, that
professional must recommend appropriate measures specific for each
incident.

\(2\) **Control Procedures.** If, after consultation with the industrial
hygienist or environmental professional, station management determines
that the degree of exposure to a potential hazard is extensive enough to
cause illness or injury, appropriate measures to mitigate or abate the
potential hazards will be initiated. These measures may include
education and training programs and exposure control plans that include:
written procedures, engineering controls, administrative controls and/or
personal protective equipment (PPE) if necessary.

\(3\) **Education and Training Programs.** Education and training
programs shall be developed and presented to employees who could
potentially be exposed to a hazardous chemical, biological agent, or
physical agent. This specialized training shall address the health
hazards associated with the chemical or agent, standard operating
procedures to be followed, first-aid procedures, and emergency actions.
Documentation of satisfactory completion of specialized training shall
be provided to Human Resources Management and facility safety and/or
health personnel for inclusion in the employee\'s Official Personnel
File.

\(4\) **Exposure Control Plan.** This plan shall be prepared for an
individual chemical or agent if a suitable (one that eliminates/reduces
the hazard and performs the function of the hazardous chemical,
biological agent, or physical agent) substitute cannot be identified and
if exposure levels exceed the action level or can reasonably be expected
to exceed the action level. The written Exposure Control Plan shall be
approved by the facility Director and enforced by appropriate
supervisory personnel. The Exposure Control Plan must address each of
the following elements:

\(a\) **Written Procedures.** Written procedures that are specific to
the activities being conducted, that are clear to persons required to
follow the written procedures, and that address storage, use, handling,
and disposal operations must be developed. The written procedures must
include emergency procedures that address first-aid information, spill
clean-up, personal protective equipment, emergency reporting,
evacuation, and waste disposal. These procedures shall be readily
available to responding emergency personnel and shall comply with
applicable Federal, state, and local requirements. Position descriptions
of personnel performing these tasks shall reflect safety and health
concerns documented by the written procedures;

4\.

**July 16, 2003 VBA Handbook 7700.1**

\(b\) **Engineering Controls.** Engineering controls (e.g., enclosure,
isolation, and ventilation) that minimize/eliminate exposure throughout
the activity or can be combined with other controls to
minimize/eliminate these exposures;

\(c\) **Administrative Controls.** Administrative controls that manage
personnel so that exposure to hazardous chemicals, biological agents,
and physical agents are limited. Administrative controls can only be
used when engineering controls cannot minimize/eliminate exposure
throughout the activity; and

\(d\) **Personal Protective Equipment (PPE).** Personal protective
equipment must be worn properly so that exposure to hazardous chemicals
or agents will be minimized/eliminated. Qualified safety personnel must
conduct a hazard assessment to determine appropriate PPE. The facility
Director will be the approving authority for all PPEs. Approved PPEs
will be purchased by the facility and provided at no cost to employees.
All affected employees shall receive training concerning the use, care,
and limitations of any PPE required during the performance of tasks
assigned to them.

**7. INVESTIGATIONS**

a\. **Injury and Illness Investigations.** Investigations shall be
conducted for all work-related accidents by the supervisor(s) of the
employee(s) involved. These investigations must be documented on VA Form
2162, Supervisor\'s Injury and Illness Investigation Report, OSHA Form
301, or similar form, and forwarded to the facility Safety Officer. The
investigation report shall be reviewed by the Safety Officer and the
facility OSH Committee, who may conduct an investigation, as
appropriate. Injury and illness investigations shall include recommended
corrective action(s) that will prevent a recurrence of a similar injury
or illness.

b\. **Injury and Illness Review Board.** A review board should be
established to evaluate lost-time injuries and illnesses at VBA
facilities. The chairperson of the Injury and Illness Review Board
should report to the facility OSH Committee and/or the facility
Director, as appropriate. The supervisor and, if possible, the
injured/ill employee should meet with the Injury and Illness Review
Board, and a written investigation (VA Form 2162 or equivalent) of each
incident must be reviewed. The Board must ensure that recommended
corrective actions will prevent a recurrence of the incident and must
monitor implementation of all resulting corrective actions to ensure
their effectiveness. This board must be provided workers' compensation
case information, legal advice, and other support, as appropriate.

c\. **Board of Inquiry.** This Board shall be convened to investigate
work-related fatalities or incidents resulting in the hospitalization of
three or more persons that occur in a facility.

\(1\) The Board of Inquiry shall consist of an OSH professional
appointed by the VBA DSHO, who will serve as a co-chairperson with a
VAHQ representative(s), a representative of the facility OSH Committee
or collateral-duty personnel; and one employee appointed by the facility
Director. The investigation shall start no later than two days from the
date of the incident. The Director, Occupational Safety and Health must
be consulted throughout the Board's investigation.

\(2\) The Board must prepare a written report that includes the date and
time of the incident, a description of the incident (including the
events leading up to the incident), interviews of employees and
witnesses, photographs, recommendations to prevent a recurrence of
similar incidents, and other pertinent information. The final report
must be submitted within 30 days from the date of the incident to the
facility Director, the VBA Area Director, the Under Secretary for
Benefits, and the Director, Occupational Safety and Health.

**8. FIRE PLAN/OCCUPANT EMERGENCY PLAN.** A fire plan or occupant
emergency plan, as appropriate, is required for each VA facility.
Training appropriate for personnel assigned responsibilities as part of
the Fire Plan must be provided within six months of appointment and must
be updated annually.

> 5\.

**VBA Handbook 7700.1 July 16, 2003**

> a\. **Required Elements**

\(1\) Evacuation instructions and procedures to be followed in the event
of an emergency (Occupant Emergency Plan - See GSA publication titled
Occupant Emergency Program Guide. VBA facilities located in GSA
buildings must follow the specified format.);

\(2\) Procedures to ensure safety of beneficiaries, visitors, and
employees and the continuity of operations in the event of a natural
disaster or other emergency in accordance with each VA facility's
Emergency Preparedness Plan; and

\(3\) Procedures to ensure that all equipment and systems installed in
VBA controlled buildings to prevent or control ignitions or fires are
maintained and operated properly, that processes (such as
welding/burning) are controlled, and that adequate emergency response
procedures are implemented (Fire prevention Plan). (See 29 CFR 1910.
37(m) and (n) and 38(b).)

b\. **VAM&ROCs.** The Fire Plan for VA Medical and Regional Office
Centers (VAM&ROC) must comply with the Joint Commission on Accreditation
of Healthcare Organizations (JCAHO) requirements. The portions of the
Fire Plan that deal with patient-related issues will be developed and
implemented by appropriate medical personnel.

c\. **GSA Facilities.** In GSA facilities where other Federal agencies
are located, the agency with the most personnel assigned to the facility
(the major tenant) will generally be responsible to develop and
implement the evacuation instructions and procedures (i.e., Occupant
Emergency Plan). If VA is the major tenant, VA personnel at the facility
will develop this plan with the assistance of qualified personnel (e.g.,
safety managers, safety specialists, industrial hygienists, safety
engineers, fire protection engineers, etc.); coordinate VA staffing of
the evacuation organization, as required; and represent the facility in
related matters.

**9. TRAINING Requirements**

a\. **General.** The Department\'s Office of Occupational Safety and
Health may be consulted to establish appropriate training materials and
courses. (Please review existing opportunities at Intranet link
[http://vaww.va.gov/vasafety/page.cfm?pg=374)]{.underline}. Employees
assigned responsibilities for implementation of the VA OSH program will
receive training in accordance with the following requirements:

\(1\) **Employees, Supervisors, and Managers.** They shall receive
training and periodic updates in accordance with all OSH requirements.
Training listed below is required to ensure that VA employees are
familiar with the VA OSH program, their responsibilities within that
program, and procedures and practices that can ensure their safety and
health.

\(a\) **New Employee Orientation.** Orientation shall include training
concerning the VA and VBA OSH program; the responsibilities, rights, or
protections afforded each employee; safety; and emergency evacuation
instructions and procedures. New employees shall receive this training
as soon as possible after reporting for duty.

\(b\) **Supervisor\'s Basic Safety and Health Training.** This training
shall include discussions concerning supervisory responsibilities for
providing and maintaining safe and healthful working conditions for
employees; the OSH Act; Executive Order (E.O.) 12196; 29 CFR 1960; OSH
standards applicable to their assigned workplaces; the VA OSH program;
the organization\'s OSH program; VA procedures for reporting and
investigating allegations of reprisal; VA procedures for reporting,
evaluating, and abating hazards; accident investigation techniques and
procedures; other appropriate rules and regulations; and the role and
responsibilities of supervisors in the VA OSH program. This training may
be part of a basic supervisory training course and shall be successfully
completed by supervisors within six months of being assigned supervisory
responsibilities.

6\.

**July 16, 2003 VBA Handbook 7700.1**

\(c\) **Supervisor\'s Advanced Safety and Health Training.** This
training shall enable supervisors to recognize and eliminate (or reduce)
OSH hazards in their working units and manage the VA OSH program within
these units. This training shall address instruction and motivation of
subordinates concerning OSH issues. OSH standards and

regulations associated with responsibilities assigned to supervisors,
hazard recognition, and specific corrective actions to be implemented
must be discussed in detail.

\(d\) **Management Training for OSH Officials and Facility Directors.**
Management training shall address advanced management topics that
explain the role of management in accordance with the OSH Act, E.O.
12196, 29 CFR 1960, and the VA OSH program. These officials must be
provided orientation and other learning experiences that will enable
them to manage the OSH program for their organization. At VAM&ROCs, VHA
officials must be provided additional orientation concerning JCAHO\'s
safety management requirements.

b\. **Specialized OSH Training.** Training appropriate to the work
performed by the employee shall be provided.

\(1\) **Industrial Hygiene Program.** This training shall be specific
for individual hazardous chemicals, biological agents, or physical
agents and shall address health hazards, standard operating procedures,
first-aid procedures, and emergency actions. Employees shall
satisfactorily complete this training before being assigned
responsibilities where they may be exposed to the hazardous chemical,
biological agent, or physical agent (see paragraph 6b(3). Periodic
training updates shall be provided.

\(2\) **Fire Plan Organization Members.** Fire plan organization members
(e.g., Occupant Emergency Plan Organization) must be provided training
appropriate for their responsibilities. This training must be updated
annually.

\(3\) **Collateral Duty OSH Personnel.** Collateral duty OSH personnel
shall complete specific OSH training for the VA organization to which
they are assigned. This training shall address the VA OSH program; the
OSH Act; E.O. 12196; 29 CFR 1960; VA procedures for reporting,
evaluating, and abating hazards; investigation of allegations of
reprisal; the recognition of hazardous conditions and environments;
conduct of safety and/or industrial hygiene inspections at their
facilities; and reference and use of OSH standards and other appropriate
regulations. This training shall be successfully completed within six
months of being assigned to a collateral duty position.

\(4\) **Safety Representatives of Recognized Labor Organizations.**
Safety representatives of recognized labor organizations are encouraged
to attend local safety representative training and any specialized OSH
training. Supervisors will advise the VBA DSHO, through the facility
Director, when the employee safety representative is granted time to
attend training.

\(5\) **Facility OSH Committee Members.** Facility OSH committee members
shall receive OSH and, at VAM&ROCs, JCAHO-related training appropriate
for their committee responsibilities. Supervisors will advise the VBA
DSHO, through the facility Director, when the employee safety
representatives is granted time to attend committee.

**10. Occupational Safety and Health Awards**

a\. **The Under Secretary\'s Occupational Safety and Health Award(s).**
Special recognition shall be presented to those VBA organizations or
individuals that have an exemplary record concerning OSH issues or have
made an outstanding contribution to the development or implementation of
the VA OSH program.

b.  **Other Awards.** Facility directors shall develop special award
    programs that recognize significant contributions to the OSH program
    at their facility.

c\. **Annual Secretary's Awards.** Nominations for the Annual
Secretary's Awards shall be provided to the VA DASHO\'s office by
January 1 of each year.

7\.

**VBA Handbook 7700.1 July 16, 2003**

**11. Recordkeeping and Reports**

a.  **Program Requirements.** Detailed information may be found in VA
    Handbook 7700.1, Occupational Safety and Health, paragraph 11, and
    Appendix B.

\(1\) **Injury and Illness Investigations.** Investigations conducted by
the supervisor(s) of the injured/ill employee(s) shall be documented on
VA Form 2162, or equivalent. Narrative reports shall be prepared by the
Injury and Illness Review Board and the Board of Inquiry, as
appropriate.

\(2\) **Annual OSH Inspection Reports.** Reports (including Notices of
Unsafe or Unhealthful Working Conditions (VA Form 2165) or its
equivalent) shall be maintained at the facility for five years or until
deficiencies identified have been corrected (whichever is longer).

\(3\) **OSH Abatement Plan.** This plan shall be developed by individual
facilities within 30 days of receipt of the annual OSH inspection or
OSHA inspection(s) reports. (See par. 5c.) This plan shall address OSH
deficiencies cited in the annual OSH inspection report, inspections by
OSHA personnel, and/or identified by VA employees that cannot be
corrected within 30 days of receipt of the report. Facility directors
shall provide a copy of the OSH abatement plan (and revisions) to the
organization\'s OSH Official for review and approval. Approved copies of
the OSH abatement plan (and revisions) shall be provided by the facility
Director, the appropriate VBA OSH Official, and the Director,
Occupational Safety and Health.

\(4\) **Medical Records.** Medical records (including x-rays) required
to ensure compliance with OSHA regulations shall be maintained on file
for the period specified by the applicable regulation.

(5) **Specialized Reports, Plans, and Procedures.** Specialized reports,
    plans, and procedures shall be developed in accordance with
    appropriate OSHA, EPA, and/or VA requirements.

(6) **WC/OSH Management Information System.** This system known as
    WC/Safety Tracker (intranet link:
    [http://vaww.va.gov/vasafety/page.cfm?pg=465]{.underline}) should be
    made available to workers' compensation claims management and safety
    and/or health personnel. The system should be accessed periodically
    to determine if new workers' compensation claims have been submitted
    to the Department of Labor (DOL) by the facility. New claims should
    be compared to the Log of Federal Occupational Injuries and
    Illnesses to ensure that each claim is also on the log. Incorrect
    workers' compensation claims information should be corrected in
    accordance with the procedures established by DOL.

(7) **An Annual Narrative Report.** The VBA DSHO shall provide this
    report to the VA DASHO. This report will be used as the basis for
    the Annual OSH Report to DOL/OSHA.

\(8\) **Log of Federal Occupational Injuries and Illnesses.** This log
or its equivalent shall be maintained by fiscal year (October -
September) for each VA facility by the facility safety and/or health
personnel (see VA Handbook 7700.1, paragraph 11a(1) and Appendix B,
Table 5, Recording, Investigating, and Reporting Occupational Injuries
and Illnesses). A copy of the facility Log of Federal Occupational
Injuries and Illnesses (or its equivalent) for the previous fiscal year
must be posted at the facility for 30 days beginning no later than
November 15 of each year.

b\. **Documentation Related to the OSH Program**. Documentation, such as
the facility Log of Federal Occupational Injuries and Illnesses, air
sampling records, and occupational safety and health references, for
each facility should be maintained on file in the facility safety and
health office. Employee Health shall maintain employee medical records.
All applicable OSHA requirements for recordkeeping must be satisfied.
Appendix C lists forms that are used to document portions of the VA OSH
program.

c\. **Retention of OSH Records**. These records, unless otherwise
specified or required by OSHA standards, shall be retained for a minimum
of five years from the end of the fiscal year.

8\.