Marketing and

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Agricultural

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Specialty Crops 

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Specialty 

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Inspection

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AIM

Inspection

Series

SCI Division 

Safety Manual

October 2022
i

SCI DIVISION SAFETY MANUAL

Table of Contents

INTRODUCTION .........................................................................................................................1

GUIDE FOR ELECTRONIC USAGE .........................................................................................1

SAFETY GENERAL......................................................................................................................2

REPORTING INJURIES...............................................................................................................8

ACCIDENTS IN GOVERNMENT OWNED VEHICLES (GOV)............................................8

HAZARD COMMUNICATION PROGRAM.............................................................................9

SAFETY TIPS...............................................................................................................................12

PLANT SAFETY RULES............................................................................................................14

OPTIONAL PLANT SAFETY MANUAL.................................................................................15

DISPOSAL OF UNUSED CHEMICALS...................................................................................19

REFERENCE LINKS ..................................................................................................................20

CERTIFICATION OF EMPLOYEE HAZCOM TRAINING ................................................21

CHEMICAL INVENTORY AND DISPOSAL WORKSHEET ..............................................22
SCI Division Inspection Series SCI Division Safety Manual

Effective Date: October 2022 Page 1 of 22 

INTRODUCTION

This manual is provided to Specialty Crops Inspection (SCI) Division inspection personnel to 

promote uniformity in safety procedures. Good safety habits are essential for all types of 

inspection. If needed, contact your immediate supervisor for any situation not addressed in this 

manual.

This manual contains links to various internal and external sources of information. For 

inspection personnel without internet or intranet access, please contact your immediate 

supervisor to obtain hard copies of documents as needed.

GUIDE FOR ELECTRONIC USAGE

The Administrative, Inspection, and Management (AIM) System of instructional manuals is 

available electronically in Adobe Acrobat Portable Document Format (PDF) at the following 

intranet address: https://usdagcc.sharepoint.com/sites/ams/AMS-SCI/AIM/SitePages/Home.aspx. 

When accessed electronically, AIM materials have hyperlinks and hypertext (visible as 

underlined blue text) available to the PDF user. Clicking on a hyperlink takes the reader to a 

web site with information relating to the subject. Hypertext will link the reader to a different 

page within the current manual - or even a different manual - with information relating to the 

subject. For example, the hypertext in the Table of Contents allows a reader to go directly to the 

section of interest in the manual by clicking on the section title within the Table of Contents. 

PDF offers a variety of tools depending on the Adobe version the reader has. The newer the 

version, the more tools available. To learn about the variety of PDF search options available: 

• Click on the “Help” tab on the top of this page, 

• Then click on the “Adobe Acrobat Help” bar, 

• Type the word “Search” in the “Search” box, and click on the “Search” button, 

• A series of options will become available, 

• Click on the “Access Search Features” link and follow the instructions for the type of 

search you are interested in.

This document format allows a PDF user to easily search for content within a document, or 

within multiple documents. 
SCI Division Inspection Series SCI Division Safety Manual

Effective Date: October 2022 Page 2 of 22 

SAFETY GENERAL

The SCI Division safety policy will: 

• Provide safe, sanitary, and healthy working conditions; 

• Provide for the safe operation and maintenance of property and equipment; 

• Provide necessary safety devices and tools; 

• Prevent or reduce injuries and occupational illnesses of Division employees; and 

• Provide training for employees on safety awareness.

Safety means being free from danger, injury or damage caused by an unsafe act, an unsafe 

condition, or a combination of the two. Virtually all accidents are the result of these conditions. 

An effective safety training program addresses an employee’s mental attitude and physical 

characteristics along with the work environment. 

Safety is the responsibility of each individual. However, supervisors are responsible for ensuring 

that employees receive proper safety information and training. Employees must comply with 

safety rules, observe prescribed safe working practices, strive to prevent accidents, and report 

any accidents to his/her supervisor immediately. 

Safety is critical. The cost of accidents cannot be measured in dollars and cents. The injured 

employee suffers the pain of injury far beyond compensation. 

A. New Employees

When new inspectors are hired they will receive the following: 

1. A Bump hat with instructions for use;

2. Ear plugs - issued as needed for the assignment; 

3. Written policy regarding dress code; and 

4. The AIM SCI Division Safety Manual.

B. On the Job Training 

Employees will receive on-the-job training in safety awareness, which includes: 

1. Identification of hazardous substances in the work-place, their storage 

location, proper use, counteragent, and the Recommended Safety Tips;

2. Identification of equipment hazards and protective devices; 

3. Proper and safe methods of job performance; 

4. Information on how to report accidents; 
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Effective Date: October 2022 Page 3 of 22 

5. Methods to promote safety awareness; 

6. A tour of the work site; and 

7. Importance of following industry safety practices when in-plant. 

C. Assignment of New Duties or Duty Station 

Employees will receive on-the-job training in safety awareness which includes: 

1. Identification of hazardous substances, their location, proper use, and 

counter measures;

2. Identification of equipment and protective devices; and 

3. Proper and safe methods of job performance. 

D. Safety Training Program 

The safety training program shall consist of the following: 

1. Initial Training -- The employee is trained in safety procedures at the 

beginning of each different work assignment. Training includes informing 

the employee of hazards, protective measures and safety procedures 

associated with job tasks. Supervisors will document this on the SC-701 – 

“Receipt of Safety Program/Training.” Additionally, the Supervisor will 

document specific safety training and personal protective equipment 

provided on the SC-700 “Employee Safety and Health Record” at the 

initial hire and anytime the employee has a change in work hazards.

2. On-going Training -- This training is regularly conducted in workshops, 

on-the-job, and occasionally at seminars, 

3. Grading Facility Safety: The employee is made aware of safety hazards in 

a particular workplace and learns to incorporate safe working habits into 

the daily work routine. Further safety training is provided as required due 

to changes in hazards, procedures, or location. 

If an employee is involved in an accident at work, he or she may be 

provided counseling by the immediate supervisor or the designated Safety 

Officer upon returning to work. 

E. General types of training: office safety, plant /warehouse safety, and laboratory 

safety: 

Office safety deals with hazards associated with working in an office.

Safety training deals with hazards potentially encountered with chemicals 
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Effective Date: October 2022 Page 4 of 22 

and laboratory analyses. 

Plant /Warehouse safety training includes industry safety practices. 

Depending on the work environment, some employees may require all three types 

of safety training. 

F. When Inspection May Jeopardize Health and Safety of the Inspector 

Each inspector must take ownership of their own safety and consider that their 

activities can affect the safety of their co-workers. It will seldom be necessary to 

refuse to inspect for health and safety reasons. There should be ample 

justification for refusing to inspect lots when the inspection will jeopardize the 

health or safety of the inspector; the conditions must be reported to your 

supervisor and the applicant as well as noted. 

G. Report All Unsafe Conditions To Your Supervisor 

Any employee who believes that an unsafe or unhealthy working condition exists 

has the right and is encouraged to report this working condition to their 

Supervisor and/or their Program Safety Coordinator (PSC) and request a review 

of the work condition. This should be accomplished using the SC-702 “Notice of 

Unsafe Worksite” form. 

H. Proper Use of Safety Equipment, Personnel Equipment (PPE), And Other Devices 

Provided For Protection 

If there is a hazard at the work site, the applicant will usually provide protective 

equipment. The inspector shall adhere to any special requirements for using 

personal protective equipment or safety devices at the inspection site. If you have 

any questions about PPE contact your supervisor. 

I. Risk of Foot Injury 

Many assignments can put the inspector at risk for foot injuries. These include 

but not limited to falling containers, pallet jacks, wet and slippery walking 

surfaces and protruding nails and splinters that can pierce footwear. Fresh 

commodity inspectors are required to wear approved American National 

Standards Institute (ANSI) and/or American Society of Testing Materials 

(ASTM) approved safety shoes or boots when performing inspections. If, for 

some reason an inspector is unable to wear approved ANSI/ASTM safety shoes 

they must have on file medical documentation stating the reason(s) why they are 

not able to wear them. This documentation shall be in the safety file of the office 

as well as the inspector’s personal file maintained in the office.

Remember that the ANSI and ASTM standards only refer to the toe protection, 
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Effective Date: October 2022 Page 5 of 22 

soles and metatarsal guards that are built-in the boot by the manufacturer. 

J. Hazards in Rail Yards

Special care should be used in rail yards. Never step on railroad tracks; always 

step over them. Never crawl under the rail cars or walk between cars that are 

uncoupled and only a few feet apart. Do not cross tracks close to the last car and 

always look both ways before doing so. 

K. Use Care When Walking Between Conveyance and Platforms

Be careful when walking behind a truck or trailer that is a few feet away from the 

platform or car. There is danger of being crushed by a truck rolling or backing 

unexpectedly. Make your presence known. 

L. Beware Of Teetering Stacks

When entering a carrier, warehouse or cooler, where a product is stacked high on 

the floor or on racks be aware of leaning or teetering stacks. A container falling 

from a pallet on an overhead rack can cause serious injury. Be extremely careful 

when product is being removed from overhead racks in the area that you are 

working in. Be sure to stand several feet from the actual operation.

M. Do Not Climb On Top Of Storage Racks to Obtain Samples 

Do not climb on storage racks or pallet stack to obtain samples. In addition, do 

not handle a pallet or ride a pallet, especially into the air in order to obtain 

samples. It is the responsibility of the applicant to make the lot accessible for 

inspection. If the applicant is unwilling to make the lot accessible, the inspection 

must be refused or restricted to the product that is accessible. 

N. Do Not Climb on Top of Carriers

It is not permitted to climb on top of carriers such as railcars or truck trailers. The 

condition of the carrier can be determined without climbing on top of the carrier. 

O. Be Aware When Breaking Various Pallet Wrapping (Straps, plastic wrap, plastic 

netting). 

Be aware of various pallet wrapping debris when moving around or near pallets. 

Straps that are wrapped tightly around a pallet can spring back when cut or 

broken. To avoid the possibility of injury the inspector should stand at arm’s 

length when cutting or breaking the strap or hold both ends when breaking the 

band/strap. Other various wrapping can leave a tripping or falling danger after the 

inspector cuts the material to get access to the cartons on the pallet. Remove all 

debris after cutting to avoid possibility of injury. 
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Effective Date: October 2022 Page 6 of 22 

P. Opening Carrier Doors 

When opening hinged doors, the inspector should stand behind the door and open 

it cautiously in order to avoid falling pieces of ice or containers. Sliding doors on 

rail cars have been known to fall off, so always stand to one side when opening or 

closing to prevent them from hitting you if they should fall off. 

Q. Precaution Against Being Locked In A Carrier 

Inspectors should always take precautions to prevent them from being locked in a 

carrier. Leave your equipment bag or an article of clothing in the doorway area so 

it might be seen by anyone intending to close the door. 

R. Pallet Jacks

No inspector at any time should be handling an applicant’s pallet jack. 

Sometimes it may seem easier to move product yourself to make it more 

accessible. The applicant is responsible to make the product accessible for 

inspection, and for safety reasons you are not to use any type of hand jack in the 

course of your duties. 

S. Dock Side Inspections 

Never walk along pier string pieces or stand under slings loading or unloading 

cargo. Do not enter cargo holds of ships. Always be sure a line or cable remains 

slack when stepping over it. 

T. Working in Cold Storage/Coolers 

When working in cold storage, coolers or other warehouses, arrangements should 

always be made with the applicant or warehouse staff before entering any of the 

rooms so that the inspector can get out of the warehouse when the inspection is 

completed. Do not operate a cold storage elevator. Always use extreme caution 

when entering or leaving coolers. Warehouse curtains may be old and/or 

discolored in a manner that will block any vision of items, people or machinery 

coming from the other side. When walking through curtains proceed through on 

the left or right side or use the door provided for entering and exiting. Never 

enter through the middle of the curtains. 

U. Use Caution When Handling Packages 

When lifting packages you should be on secure footing at all times. Beware of 

loose planks, protruding nails or bolts, or uneven or icy surfaces. When lifting 

heavy packages up from the floor or down from a stack, do the lifting primarily 

with your arms and legs, not with your back. A back can easily be injured while 

lifting a heavy object if you are off balance or if you are in a twisted position. Be 
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Effective Date: October 2022 Page 7 of 22 

sure to have your feet well placed to prevent slipping that may cause strain or 

necessitate you to drop the package on your feet in an attempt to regain balance. 

It is the policy of most firms engaged in the heavy industries such as steel 

manufacturing, etc., to caution their employees to keep their feet close together 

when lifting, thus giving better protection against rupture. When removing a 

package from a stack, be sure the packages are stacked so that the pile will not 

fall. In handling packages always be on the lookout for splinters and protruding 

nails, a serious infection can develop from a very slight scratch or cut. When 

working carriers in which the packages are frozen to the floor or are tightly 

wedged or glued in the layers, the inspector should be extremely careful how 

much strain is put on the package since it might come loose or break causing the 

inspector to injure themselves. If packages are glued in such a way that the 

inspector is unable to obtain their samples below the third layer they should 

restrict their inspection unless the applicant is willing to provide help with 

obtaining samples below the third layer. 

V. Safe Use of Inspection Equipment 

When an inspector uses their knife to examine product they should cut the 

specimen with the edge of the knife moving away from them. When cutting to 

remove waste keep your thumb from the point that the blade will exit the 

specimen. Use extreme caution when using knives, especially when cutting 

watermelons with a machete. Such knives should always be in a sheath when not 

being used. Care should also be used when cutting tape with box cutters to open 

cases and/or plastic film from pallets. 

W. First Aid

Each office should be equipped with a first aid kit and supplies. Check the 

inventory of first aid kits periodically to maintain adequate and updated supplies. 

When any injury occurs while at an inspection site the person in charge of that 

property should be notified immediately and first aid administered. Furthermore, 

all accidents occurring on their premises must be reported in order to comply with 

Workmen's Compensation and insurance laws. Seek immediate medical attention 

first with all injuries regardless of how serious or minor. All injuries, regardless of 

how serious or minor, must be reported to your Officer-In-Charge (OIC) and 

should be documented on a CA-1 form. In addition to becoming the official 

record of the injury, this form also triggers any necessary paperwork for 

compensation (if warranted) from the Office of Workers Compensation. 

Regardless of whether the employee completes the CA-1 form, the supervisor 

should document any injuries in the Agency’s First Report Tool. 
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X. Listening to Music 

When employees are in a non-office setting (like the production area of a plant, or 

a warehouse, etc.) they should not be listening to music. Listening to music may 

produce a safety hazard by masking environmental sounds that need to be heard, 

especially in areas where attention to moving equipment, heavy machinery, 

vehicle traffic and safety warning signals may be compromised. 

Y. Safety Reviews & Accident Investigation

Once a year the office safety coordinator should complete a safety review of the 

field office, sub-offices, and inspection points using the SC-706 “Safety Review 

Checklist.” 

 

REPORTING INJURIES

Employees should notify their Supervisor as soon as possible when they are injured on the job. 

When an injury occurs on the job (after the employee is treated for the injury), the supervisor 

should enter the pertinent information into the First Report Tool. Additionally, the supervisor 

should provide the employee with a CA-1 (Federal Employee’s Notice of Traumatic Injury and 

Claim for Continuation of Pay/Compensation) form. If the employee completes the form, the 

supervisor should complete the supervisor portion and submit it to their Region’s OWCP 

Coordinator. 

ACCIDENTS IN GOVERNMENT OWNED VEHICLES (GOV)

Concerning the instructions provided herein, a GOV is a Government vehicle assigned to an 

office; a rental car that an employee pays for with their Government travel card, while on official 

travel; or your Privately Owned Vehicle (POV) when you are being reimbursed mileage by the 

Government. 

First and foremost, if/when an employee is in an accident, they MUST notify the supervisor as 

soon as possible. If the employee is not injured in any way, then they MUST attempt to contact 

their supervisor at the scene of the accident. Once the supervisor is aware of an accident, he/she 

must, within two hours, report the incident to their supervisor and enter the information into the 

First Report Tool. If the supervisor is unable to enter the information into the First Report Tool 

within two hours, they should notify Lynn Colby or Kacy Kiljanski. If anyone involved in the 

accident (employees and/or 3rd parties) is injured and transported to the hospital via ambulance 

and/or the property damage (all property involved in the accident, not just the GOV) potentially 

exceeds $10,000, the supervisor MUST contact the AMS Safety and Occupational Health 

Manager, Mark Kemp via telephone call to (202) 720-0061 or (202) 236-9610, or via email to 

mark.l.kemp@usda.gov, within 2 hours. 
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All GOVs contain an Accident Reporting Kit. In the kit is a document entitled What Do I Do In 

Case of a Vehicle Accident or Incident. Please review the document in its entirety. Two points 

of particular importance are: 

1) Notify the Police whenever necessary. Anytime you are in an accident with the GOV, 

it is necessary to contact the police. Make sure the police knows that the accident 

involves a GOV. If the police refuse to come to the scene of the accident, request a 

police report (PR) number (or case number) for insurance purposes, and also include that 

information in the First Report Tool. If the police will not issue a PR/case number, be 

sure include that the police refused to provide a PR/case number in the First Report Tool.

2) Consider taking photographs of involved vehicles and the accident scene if you are 

able to do so without risking your safety or the safety of others. Photographs are an 

essential part of the documentation of an accident. If you are able to do so, be sure to 

take complete pictures of all vehicles (not only the GOV) and any other property that 

might have been involved. 

The supervisor MUST upload all applicable documents to the First Report Tool within three 

days. Documents that are required for all Accidents/Incidents are:

• AD-112: Report of Unserviceable, Lost, Stolen, Damaged or Destroyed Property 

• SF-91: Motor Vehicle Accident Report 

• Pictures of all vehicles, in color, to show damages 

• Police report (realizing that this may be delayed, but as soon as it is issued) 

• Estimates for repair – I have attached information for agency-owned vehicle repair 

procedures. For leased vehicles, work with your GSA Field Service Representative 

• Final repair bill(s)

The above forms are included in the Accident Reporting Kit. 

Employees should be aware that failure to properly report accidents may result in disciplinary 

action being taken against the employee and/or the supervisor. 

 

HAZARD COMMUNICATION PROGRAM 

Employers must establish a training and information program for employees exposed to 

hazardous chemicals at the time of initial assignment, and whenever a new hazard is introduced 

into their work area. This applies to inspectors who work in-plant as well as those in the field 

office. See the AIM General Procedures Manual, Other in-Plant Inspection Duties for plantspecific safety materials that should be available for in-plant inspectors to review. 

Hazard Communication Training must meet requirements outlined in the SCP Occupational 

Safety and Health Program

A Written Hazard Communication Program contains the following essentials: 
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Effective Date: October 2022 Page 10 of 22 

A. General Information

In order to comply with the Hazard Communication Standard (HCS) (29 CFR 

1910.1200 this written program has been established for the Specialty Crops 

Inspection Division (field office name) Office. Copies of this written program 

have been distributed to each employee and will be available for review by any 

employee in the following location: (identify name and location of HCS 

materials; for example: “in the HAZCOM/SDS binder mounted in the lab next to 

the hood.”) 

(Name, title of responsible person) will have overall responsibility for 

coordinating the Hazard Communication Program and making it available. 

In general, each employee will be informed of the substance of the HCS, the 

hazardous properties of the chemicals that they work with, and measures to take 

to protect themselves from these chemicals. 

B. Hazardous Chemical Inventory List 

(Name, title of responsible person) will be responsible for compiling and 

maintaining a list of all hazardous chemicals used at this site. The list will be 

updated as necessary. The list is found at the following location: (identify name 

and location of Hazardous Chemical Inventory List) 

C. Safety Data Sheets (SDS) 

(Name, title of responsible person) is responsible for obtaining and maintaining 

the SDS for this site. All incoming SDS will be reviewed for accuracy, 

completeness, and new and significant safety and health information. Employees 

will be informed of any new information. 

Copies of SDS for all hazardous chemicals to which employees of this site are 

exposed will be maintained in the: (identify name and location of SDS materials). 

If a SDS is not available to employees in their work area, or if a new chemical is 

in use that doesn’t have a SDS, immediately contact (name, title of responsible 

person). 

D. Container Labeling 

Each container of a hazardous chemical at this site will be properly labeled. 

(Name, title of responsible person) is responsible for verifying that all containers 

received or in use are labeled with the following information: 

• Identity of the hazardous chemical; 
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• Appropriate hazard warnings; 

• Name and address of the chemical manufacturer. 

E. Training 

Each employee who works with or is potentially exposed to hazardous chemicals 

will receive initial training on the Occupational Safety and Health Administration 

Hazard Communication Standard, and the safe use of those hazardous chemicals. 

Additional training will be provided for employees whenever a new hazard is 

introduced into their work area. 

(Name, title of responsible person) is responsible for conducting the necessary 

employee training. 

The training will emphasize the following:

• The requirements of the HCP, Chapter 3 of the AMS Handbook 4790, and this 

written program; 

• All locations in the work area where hazardous chemicals are present; 

• The location of the written hazard communication program, including the 

Inventory of Hazardous Chemicals and the location of SDS; 

• A description of the physical and health hazards of the chemicals used; 

• Methods and observation techniques used to detect the presence or release of 

hazardous chemical; 

• How to lessen or prevent exposure to hazardous chemicals through use of 

controls, work practices, and personal protective equipment; 

• How to read and understand labels; 

• How to read and review SDS to obtain necessary hazard information; and

• Contingency plans for medical and chemical accident response. 

Following each training session, the employee is required to sign and date a 

training record (such as the following Certificate of Employee Training) to verify 

that they attended the training, received appropriate written materials, and 

understood the policies of the Hazard Communication Program. 

Before any new employee can begin work requiring the use of or potential 

exposure to hazardous chemicals, training as indicated above must be completed. 
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Effective Date: October 2022 Page 12 of 22 

F. Multi-Employee Worksites 

When employees of other employers are exposed to chemicals used or stored by 

AMS, the other employer will be provided a copy of the SDS information of 

precautionary measures to be taken, and the chemical labeling system used.

(Name, title of responsible person) will be responsible for providing the above 

information. 

G. Program Review

This written program will be reviewed by (name, title of responsible person), and 

updated as necessary. 

SAFETY TIPS

Each employee has an obligation to perform their duties in a manner that will not endanger 

themselves or fellow employees. All employees shall strive to use safe work habits, which are 

developed through repetition. Here are some tips to put into practice: 

A. Safe Work Habit Tips

1. Be alert for hazards at work sites;

2. Wear appropriate attire; such as closed toe shoes, bump cap, safety 

glasses/goggles, pocket-less lab coats. Wear a fluorescent vest when 

working in a high traffic area, if recommended by management. 

3. Don’t take chances, don’t take short cuts, and avoid horseplay; 

4. Develop a safety conscience; and

5. Maintain your emotional control at all times.

B. Safe Lifting Techniques

Improper lifting is a major cause of accidents and can lead to a variety of injuries. 

Proper lifting techniques are as follows:

1. Use a safety back support if necessary;

2. Size up the load; 

3. Make sure it is clear of obstacles; 

4. Bend knees outward; 
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Effective Date: October 2022 Page 13 of 22 

5. Straddle the load;

6. Get a firm grip;

7. Keep back straight and upright; 

8. Lift gradually by straightening your legs; 

9. Keep load close to your body; and

10. To set the load down, keep it close to your body, and lower it by gradually 

bending your knees while keeping your back straight and upright. 

C. Safe Housekeeping

Good cleaning and housekeeping contribute to the safety of all workers. Here are 

some key housekeeping pointers: 

1. Keep stairway, aisles and work areas clear of any obstacles; 

2. Remove all standing water and other liquids from traffic areas; and

3. Remove any broken glass or sharp articles with gloves and shovel. 

D. Ladder Safety 

If you need to use a ladder during the course of inspection duties, here are some 

safety reminders: 

1. Use correct size ladder for the designated job 

2. Inspect ladder and rungs; 

3. Place ladder at the correct angle;

4. Secure ladder top and bottom before beginning work; 

5. Have someone “spot” the person climbing in case of problems. 

6. Face the ladder while climbing it;

7. Ascend and descend using both hands; and

8. Do not over-reach while working on a ladder. 
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E. Special Safety Equipment and Footwear 

These include:

1. Safety shoes with soles that improve traction on the walking surface; and

2. Safety vests for high visibility in areas with forklift/other vehicular traffic. 

F. Hearing Safety

Noise from processing plants is generally loud enough to interfere with 

communication and disrupt concentration. It can also damage your hearing and 

threaten your safety. To protect hearing loss, use ear protectors such as plugs or 

muffs that are properly designed for your ears, and are well fitted and clean. 

For more detailed information about preventing Hearing Safety Conservation, 

please consult the SCP Occupational Safety and Health Program. 

G. Powered Forklifts and Truck Safety 

Powered industrial vehicles constantly operate around and near pedestrians in 

aisles and warehouses. Apply these safety rules: 

1. Stay clear of traffic path or aisle;

2. Stop, look, and listen at all blind corners and doorways; 

3. If available, check mirrors for clear visibility before crossing aisles; 

4. Listen for vehicle horns; 

5. Do not stand on forklift blades or pallet; if lifting is required, use enclosed 

cage for securing samples from warehouse/storage facility; and

6. When working in high traffic areas, wear high visibility vests, if available. 

For specific information on tank trucks, review the section of this manual on 

tanker safety. 

H. Preventing Slips, Trips, and Falls and Repetitive Motion Injuries 

For detailed information about preventing Slips, Trips and Falls and Repetitive 

Motion Injuries, please consult the SCP Occupational Safety and Health Program. 

PLANT SAFETY RULES

In addition to the instructions on safety contained in this manual, each plant inspector should 
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Effective Date: October 2022 Page 15 of 22 

follow the safety and health rules established for employees of the plant in which he or she is 

working. Many of the plant "house rules" may be requirements of OSHA standards. OSHA will 

not cite the plant for failure of a USDA employee to follow these rules. However, the USDA 

Inspector should set a good example for plant employees by observing the rules and performing 

inspection and grading tasks in a safe manner.

Many plants designate and post certain areas where their employees must wear safety equipment 

such as "ear plugs," “eye protection” or "hard hats." These items are available to USDA 

inspectors, except that our "bump caps" are not "hard hats." For situations such as in warehouses 

where plant managers have designated that "hard hats" are to be worn, an inspector may do one 

of three things: 

1. Wear the "bump cap" in lieu of a "hard hat," 

2. Wear a "hard hat" if plant management requests the inspector to do so and 

provides the hat, or 

3. In writing, request a regular hard hat from the OIC. Indicate the areas of 

the plant that are designated “hard hat” areas, and the frequency and/or 

duration of time the inspector is required to spend in the designated area to 

perform inspection duties. 

OPTIONAL PLANT SAFETY MANUAL

The optional Plant Safety Manual is designed to aid inspection personnel by making detailed, 

facility-specific safety information available all in one location. It is prepared by SCI Division 

staff at the plant, and available as an optional tool at the discretion of the OIC. 

TANKER SAFETY

These instructions contain safety guidelines to follow to avoid accidents when performing tanker 

inspection activities, such as sanitation inspections, obtaining official samples, and applying 

tanker seals. Safe conditions and safety awareness must work together to assure the physical 

well-being and health of the employee. 

As in other safety areas, supervisors and inspectors-in-charge must take a lead role in 

emphasizing the need to take safety precautions and be alert for hazards. An unsafe condition 

(hazard) must be reported to the proper person and documented on the sanitation score sheet 

along with a time specified for correction or documented on the SC-703, Hazardous Worksite 

Report. Ideas for a safer workplace and other safety related comments may be recorded on the 

Hazardous Worksite Report. The OIC shall also be notified. If an unsafe condition is not 

corrected within the specified time frame, the OIC will prepare a letter to management so that 

appropriate action is taken. 

The hazards encountered in performing tanker inspections are mainly due to the negligence of 
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the employee, condition of the tanker, or inclement weather. Supervisors and applicants should 

work together to develop a safety program that is applicable to tanker inspections. Wherever 

possible, there should be a covered and enclosed tanker loading/unloading area. Catwalks in the 

loading/unloading area and ramps leading to the hatch cover shall be equipped with hand rails 

and non-skid walkways. If available, a CAUTION: DO NOT MOVE sign should be positioned 

on the driver's door handle or a large banner that contains similar information placed over the 

driver's windshield. 

Always exercise caution when inspecting tankers for sanitation, obtaining an official sample, and 

when applying seals, especially to top hatches and vents. Remember unsafe acts can be 

eliminated by being aware of the importance of accident prevention and following safe work 

practices.

Remember - The use of caution and common sense can prevent accidents.

USDA personnel should never enter the tanker. Entry into a closed tanker requires a 

Confined Space Permit (29 CFR 1910.146), information on which may be found at the following 

internet address: http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR. 

It is the responsibility of the industry to provide this permit, which is required by the 

Occupational Safety and Health Administration (OSHA). When a tanker is presented for 

inspection, USDA personnel shall allow plant personnel to break the seals and open lids etc.,

before performing inspection activities. At no time will USDA personnel enter a tanker. 

Tanker inspection hazards and precautionary measures to prevent accidents include: 

A. Negligence of the Employee

1. Slipping or falling from tanker ladders because hands are not free to firmly 

grasp ladders when climbing them. 

Preventive Precautions:

a. Ask a person on the ground to hand you items.

b. Use a shoulder strap, belt pouch, or your pocket to hold materials. 

c. Use gloves to protect your hands from hot metal surfaces, cuts, or 

metal fragments.

d. Protect fingers when lifting or lowering the hatch cover. 

2. Injuries associated with vehicles being moved while the employee is on or 

in the vicinity of the tanker. 

Preventive Precautions:
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a. Encourage loading and unloading in low traffic areas. 

b. Where available, use and display caution signs to alert drivers that 

an inspection is in progress. 

c. Require tanker wheels to be chocked.

d. Require the engine to be turned off, and the driver to exit the cab. 

e. Have someone accompany you. Inform the driver that you will be 

on the tanker. 

f. Exercise caution when walking between or around tankers, and be 

aware of other moving vehicles. 

g. Be aware of driver blind spots. 

h. Withhold distribution of all documents until inspection is 

completed and the tanker is properly sealed. 

3. Injuries caused by overhead falling objects.

Preventive Precautions:

a. Wear your bump hat. 

b. Observe and check all overhead brackets, equipment, and fixtures 

for proper support. 

B. Condition of the Tanker 

1. Injuries caused by unsafe conditions on the outer surface of the tanker and 

surrounding area. 

Preventive Precautions:

a. Have grease, oil, road grime, ice, dried food product, and other 

hazardous elements cleaned from ladders and surrounding area. 

b. Wear gloves to secure a firm grip.

2. Safety hazards caused by fumes or corrosive liquids left inside tankers. 

Preventive Precautions:
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a. Be aware of the possibility of liquids, fumes, or steam from the 

tanker.

b. Stand to the side of the tanker when opening the rear or side outlet.

c. Vent the rear and/or side outlet(s) and the top hatch.

3. Injuries caused by unsafe ladders, rails, and unsecured walkways, rough 

top platforms, and inadequate lighting.

Preventive Precautions:

a. Ask plant personnel to hold an unsecured ladder or obtain a step 

stool if the first step of the ladder is too high.

b. Under SCI Division supervision, use plant personnel to seal top 

hatches and vents when rails or walkways are missing or not 

adequately installed.

c. Wear knee pads or other cushioned material to protect against the 

rough, sharp grating on top of the tanker.

d. Inspect hoses so that they are adequately secured and free from 

cracks and excessive wear. 

4. Injuries caused by unfavorable weather conditions (lightning, hail, dust, 

ice, snow, or severe wind storms).

Preventive Measures:

a. Delay tanker inspection procedures until ice is removed from 

tanker ladders and platform.

b. Avoid standing or climbing on tankers during adverse weather 

conditions.

c. Go indoors when lightning is present.

TRANSPORTATION OF SAMPLE UNITS AND SAMPLING EQUIPMENT

Secure sample units and sampling equipment when transporting to prevent them from becoming 

flying objects that can cause injury or death in a car accident or sudden stop. This is particularly 

true in the case of loose metal containers. Safety measures to prevent or minimize such 

possibilities are:
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Effective Date: October 2022 Page 19 of 22 

• Place sample units in suitable shipping containers upon completion of sampling. 

• Shipping containers should be placed in the trunk of the car, or secured to the rear 

floor or back if driving a van or SUV. 

• Sampling equipment, such as, chisels, hammers, wrenches, screwdrivers, crowbars 

and power tools should be transported in the trunk of the car, or placed inside a 

container secured to the rear floor or back if driving a van or SUV. 

These simple precautions may save you and/or your coworkers from serious injury. 

Disposal of Unused Chemicals

Field offices may accumulate chemicals that are past their expiration date or no longer being 

used. These chemicals can present a safety hazard to employees. They need to be disposed of 

safely. All offices shall call their local Environmental Protection Agency (EPA) to 

determine how best to dispose of these chemicals. 

Remove all chemicals identified for disposal from the field offices. Use the following steps to 

identify and dispose of unused chemicals. 

A. Identify analytical testing done by the office, and the chemicals required to do 

these tests

Use the Chemical Inventory and Disposal Worksheet to write the name of the 

chemical, the analytical test it is used for, and the expiration date. Initial and date 

each entry.

B. Identify Chemicals for Disposal 

The same worksheet is used for chemicals no longer needed for analytical testing, 

including chemicals that are past their expiration date. In the column marked 

Method of Disposal, indicate how the chemical was disposed of, the date of 

disposal, and initial the worksheet. 

C. Filing and posting of Chemical Inventory and Disposal Worksheet. 

The original shall be kept on file in the field office. A copy of this worksheet 

shall be posted on the exterior of the chemical cabinet or on the wall closest to 

where the chemicals are stored.

Field office audits should include a review of the field office’s method of 

chemical disposal. The worksheet will also be reviewed during safety 

inspections. 
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Reference Links 

SC-700: Employee Safety and Health Record 

SC-701: Receipt of Safety Program/Training

SC-702: Notice of Unsafe Worksite

SC: 703: Hazardous Worksite Report 

SC-704: Accident Investigation Report

SC-705: Personal Protective Equipment Request Form

SC-706: Safety Review Checklist

SC-707: Office Ergonomics Computer Workstation Checklist

SC-708: Laboratory Ergonomics Checklist

OSHA Safety Poster

Executive Order 12196

OSHA form CA-1: Notice of Traumatic Injury

OSHA form CA-2: Notice of Occupational Disease

OSHA form CA-6: Official Supervisor’s Report of Employee’s Death

OSHA form 300: Log of Work-Related Injuries and Illnesses (PDF)_

U.S. Department of Labor, Occupational Safety and Health Administration (OSHA) 

Guidelines 

The Laboratory Safety Checklist (AMS-501). 

SCI Division Safety and Health

OSHA PPE Fact Sheet
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Certification of Employee HAZCOM Training

I have received Hazard Communication Training as described in the Hazard Communication 

Program. The training was conducted on (date, location).

I am aware that the substances are labeled, and the Material Safety Data Sheets (MSDS) are 

available. I understand that these MSDS not only list the substances, but also provide 

information on protective equipment, first aid and emergency procedures. 

____________________________

Employee signature 

________________

Date

I hereby certify that the above named employee has been provided with Hazard Communication 

Training conducted on (date, location).

____________________________

Instructor’s signature 

________________

Date
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CHEMICAL INVENTORY AND DISPOSAL WORKSHEET

Chemical Analytical Test Expiration

Date

Initials Date Method of Disposal Date of

Disposal

Initials