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High-Risk Instructional Programs

High-Risk Instructional Programs

VCCS Policy

Section 10 - Physical Facilities

Title: High Risk Instructional Programs Incident and Accident Reporting and Lab Safety

Code Section 10.7

Status Active

Last Revised March 22, 2018

10.7.0 High-Risk Instructional Programs Incident and Accident Reporting and Lab Safety 

10.7.0 Introduction and Purpose This Policy creates an incident, accident and occurrence reporting mechanism that can be used throughout the Virginia Community College System and requires assessment of emerging patterns which can aid in the prevention of incidents, accidents and occurrences in all High Risk Instructional Programs and establishes basic lab safety and security requirements. This Policy is aligned with the Chancellor’s 2007 Safety Statement and Guidelines and the Next Steps for High Risk Instructional Programs Memorandum 2014.

The purpose of this policy is as follows:

  • To establish guidelines which ensure that all incidents, accidents and occurrences that happen in any High Risk Instructional Program are reported in a consistent and timely manner throughout the VCCS.
  • To establish guidelines for all community colleges to use when documenting and reporting incidents, accidents and occurrences.
  • To establish guidelines for the submission of reports and college plans to the VCCS System Office for review and retention.
  • To establish basic lab safety and security requirements.

10.7.1 Definitions As used in this Policy, the following terms shall have the following meanings, unless the context requires otherwise:

  • “High Risk Programs” means instructional programs that have identified hazards, either known hazards or potential hazards, with the propensity to cause injury or illness.
  • “Incident” means an event that may result in a claim against the institution, and/or business interruption.
  • “Accident” means an unplanned event with a specific time and place resulting in injury or property damage.
  • “Occurrence” means an accident with the limitation of time removed.
  • “Lab Activity” means any instructional activity conducted outside of the normal classroom environment (i.e. general science experiments, culinary classes, etc.).

 10.7.2 General Codes and Standards

All VCCS academic and workforce programs shall meet applicable Federal and State codes and standards, consensus industry practices (where required), guidelines and procedures established by the State Council for Higher Education of Virginia (SCHEV), the Department of Planning and Budget (DPB), the Department of General Services (DGS), Virginia Occupational Safety and Health (VOSH) Guidelines and other regulatory authorities as applicable.

10.7.3 Organizational Responsibility 
The accountability for safety practices on college campuses varies according to specific college resources. This .Policy outlines the importance of consistency in safety practices and reporting on all college campuses. Each college shall designate an individual with the responsibility for managing the process, gathering the information and forwarding it to the VCCS System Office based on its organizational structure, safety plan, and reporting procedures defined in this Policy.

10.7.4 Reporting a Incident, Accident, or Occurrence resulting in personal injury and/or illness, disruption of normal activities or business interruption should be to the campus safety person, police, security or as designated by the college President. This reporting requirement includes employees, students, contractors, general public, vendors, and temporary worker Incident and Accident Reports utilized by each college shall include the following:

  • Incident, accident, or occurrence type.
  • Event date.
  • Name of employee, student, general public or contractor involved.
  • Witnesses.
  • Summary of incident or accident.
  • Hazard location.
  • Hazard type.
  • Severity (illness or injury).
  • Injury type.
  • Body part affected.
  • Photos of the incident or accident area (if applicable).
  • Individual reporting the incident or accident.
  • Title and signature of person filling out report. The Incident and Accident Report shall also contain a routing sequence which ensures that the document is forwarded to the appropriate individuals for processing. Routing sequence shall be documented for accountability purposes. An example of a report template is located in Appendix 1 to this policy copied attached. A copy of each Incident and Accident Report shall be sent to the Emergency Preparedness and Safety Manager at the VCCS System Office who will collect, review, and retain the reports.

10.7.4.1 Report Distribution Colleges shall distribute copies of Incident and Accident Reports based on the category of incident, accident, or occurrence as follows: Any serious injury, illness or fatality shall be reported to the Emergency Preparedness and Safety Manager at the VCCS System Office immediately.

  • Employees: Incidents or accidents that involve employees shall be reported to Human Resources, Risk Management, Campus Police or Security and any other appropriate college officials. Virginia Occupational Safety and Health (VOSH) guidelines shall be followed and appropriate notifications made.
  • Students: Incidents or accidents that involve students shall be reported to the Dean of Students (or appropriate Vice President), College Risk Management, Campus Police or Security and any other appropriate college officials.
  • Non-Employees/Non-Students: Incidents or accidents that involve non-employees or non-students shall be reported to Campus Police or Security and appropriate college officials.

10.7.5 High Risk Instructional Program Safety

10.7.5.1 Hazardous Conditions
Hazardous conditions that may result in exposure (or potential exposure) to injury, illness, liability or property damage during instructional activities include, but shall not be limited to, the following:

  • Exposure to hazardous chemicals.
  • Exposure to compressed gas.
  • Use of ladders.
  • Use of power tools.
  • Use of open flames or heating devices.
  • Use of electrical equipment.
  • Use of mechanical or energized devices.
  • Exposure to noise.
  • Thermal exposure.
  • Use of vehicles.
  • Exposure to bio-hazards.
  • Use of sharp tools or equipment.
  • Use of radiation.
  • Exposure to hazardous particulates, vapors or fumes.
  • Exposure to blood or other bodily fluids.
  • Use of personal protective equipment.
  • Exposure to heights or working from heights.

The above list is given as an example and may not be all inclusive of hazardous conditions that may result in exposure (or potential exposure) to injury, illness, liability or property damage.

10.7.5.2 Lab Security/Safety 
All labs shall be secured when not in use or otherwise occupied. When there is no instructor or other appropriate/designated individuals present in the lab or shop, students shall stop working and equipment shall be powered down. Properly secure all cultures and chemicals and turn off Bunsen burners and other hazardous lab equipment. Labs are not to be used for individual purposes which are not sanctioned by the college. Such prohibited activities include experiments or research used for personal financial gain, personal business, or outside employment. The VCCS does not allow exceptions to this Policy.

Lab Activity: A lab activity is any instructional activity conducted outside of the normal classroom environment. i.e. general science experiments, culinary classes, etc. Tasks for each individual responsible for lab safety include, but shall not be limited to, the following:

  • Ensure that inventory is locked when not in use.
  • Ensure that unauthorized persons are not admitted.
  • Ensure that access is monitored by the designated person(s) responsible for key control.
  • Ensure that labs are not occupied by anyone except administrative staff (including student, and visitors) without instructional supervision.
  • Ensure that labs are only used for their designated purpose. No meetings, alternate office space, or other social or student study activities are allowed. Lab areas are unique spaces and present an opportunity for injury when used for purposes other than specified lab activity.
  • Ensure that labs are not used for any unauthorized use.

10.7.5.3 Non-Instructional Lab
Use Any activity not falling under specific course curriculum guidelines, as described by a syllabus, is prohibited, except for specific activities sanctioned by college administration and supervised by personnel approved by the college. Each college shall provide a written copy of its Non-Instructional Lab Use Policy to the VCCS Emergency Preparedness and Safety Manager who will collect, review, and retain a copy of each college’s Policy.

10.7.5.4 OSHA & VOSH Requirements 
The following requirements are supported by the Occupational Health and Safety Administration (OSHA) and the Virginia Occupational Safety and Health Program (VOSH). Minimum Written Program Requirements: All colleges shall comply with the OSHA General Industry Standards - Code of Federal Regulations (CFR) 1910 and Construction Standards – 29 Code of Federal Regulations (CFR) 1926. All these regulations have been adopted by the Virginia Department of Labor and Industry Safety and Health Codes Board and are enforceable at all state agencies within the Commonwealth of Virginia. The federal regulations listed below require a written program. Each college shall develop these programs and implement them as needed.

  • Bloodborne Pathogens 1910.1030(c)(1).
  • Hazard Communication 1910.1200(e)(1).
  • Lock-Out/Tag-Out 1910.147(c)(1).
  • Permit Required Confined Space 1910.146(c)(4).
  • Chemical Hygiene Plans 1910.1450(e)(1).
  • Fire Prevention Plans 1910.39(a & b).
  • Emergency Action Plan 1910.38(a & b).
  • Written Hazard Assessment for PPE 1910.132(d)(2).
  • Powered Industrial Trucks (fork-lifts-training certification) 1910.178(l)(6).
  • Hearing Conservation Program 1910.95(c)(1).
  • Respirator Protection Plan – required use only 1910.134(c).
  • Hot Work Permit (Welding Standard 1910.252(a)(1)).

 10.7.5.5 General Duty Clause

Section 5A1 of the OSHA Act The employer shall provide a safe and healthy workplace that is free from known or potential hazards. VCCS POLICY MANUAL SECTION 10.7.0 PAGE 6 OF 6 11/10/15 The General Duty Clause is used only where there is no standard that applies to the particular hazard. The following elements are used to prove a violation of the General Duty Clause:

  • The employer failed to keep the workplace free of a hazard to which employees of the employer were exposed.
  • The hazard was recognized.
  • The hazard was causing or was likely to cause death or serious physical harm.
  • There was a feasible and useful method to correct the hazard.

10.7.5.6 VOSH Unique Standards

Enacted by the Safety and Health Codes Board for Enforcement by the Department of Labor and Industry.

 Tree Trimming Operations: This regulation contains arboriculture safety requirements for tree trimming operations – 16 VAC 25-73.

  • Reverse Signal Operation: Safety Requirements for Vehicles, Machinery and Equipment for General Industry and the Construction Industry – 16 VAC 25-97.
  • Confined Space Standard for Telecommunications Industry – 16 VAC 25-70-10 et seq.
  • Overhead High Voltage Line Safety Act - § 59.1–406–414.
  • Fall Protection for Subpart R – Steel Erection – 16 VAC 25-145.
  • Underground Construction Standard – 16 VAC 25-150-10.
  • Field Sanitation, Agriculture – 16 VAC 25-180-10.
  • Construction Industry Standard for Sanitation – 16 VAC 25-160- 10 et seq.
  • Administrative Regulation Manual – 16 VAC 25-69-10 et seq.
  • Telecommunications, General approach distances § 1910.268 – VAC 25-75- 

 

Facility Use Policy