Health and Safety Manual

5.0  Field Health and Safety Procedures

These procedures are intended for use by Field Staff to provide them with health and safety guidance when performing field activities. Since field activities will vary based upon operation type, hazards associated with the facility or site, and activities performed at the site it is always the employee’s responsibility to ensure their safety. Pre and post documentation of field activities shall be generated by field staff and approved by supervisors as determined by the Health and Safety Officer or his designee. Records documenting field exposures shall be preserved and maintained by the Health and Safety Program. These guidelines are intended to provide and establish minimal practices for all field personnel and serve as a reference and a constant reminder of the need to work safely. It is the responsibility of all CIWMB field staff to work within the rules set forth in this Field Plan. Additional field health and safety procedures are provided in Appendix 5. The following items should always be considered when performing field activities:

Health and Safety Planning

• Always become familiar with the facility or site prior to the field activity to determine what hazards may exist on site. (Familiarity may be accomplished through studying site operation plans, layout maps and past inspection reports.)
• Whenever possible, identify potentially hazardous environments or conditions that may be present at the time of the proposed site visit. 
• Consult with the Health and Safety Officer and/or program staff to assist in identifying and evaluating site hazards and selecting appropriate equipment necessary to mitigate identified hazards. If appropriate, schedule an on-site visit to further evaluate the site hazards.
• Organize and prepare all health and safety equipment prior to performing any field activity.
• When a hazardous environment or condition exists, the "buddy system" shall be required for all field activities. Identify the person(s) in advance, who will accompany you on-site. Make sure that you will both be there at the same time and will remain together during field activities. Your "Buddy" may include CIWMB field staff, other regulatory agency staff, the local enforcement agency (LEA) representative, or facility personnel. Ideally, they should have at least the same level of training and equipment as you.
• When the site assessment and knowledge of site hazards indicates little or no potential employee exposure exists use of the "buddy system" is not required.
• Be sure to notify supervisors and co-workers by preparing itineraries showing when, where, and with whom you will be going. Note: It is recommended that field staff contact the office when they are out in the field for longer than one day.
• Plan inspections or other field activities, that allow for rest and water breaks.
• Plan your field activities to accommodate adverse weather conditions and select appropriate clothing and equipment.
• Schedule summer field activities early to avoid the hottest part of the day and carry water with you and know the symptoms of heat stress.
• Avoid heat stroke by limiting time spent in direct sunlight while wearing protective equipment. Conversely, take the time to plan for winter or wet weather activities where the potential to cold injury (hypothermia or frostbite) may exist.
• Use extra caution when wet weather field activities may pose unusual hazards ranging from slips, trips, and falls.
• Disposable clothing or other personal protective equipment (PPE) shall be worn at all times during field activities, carefully plan your needs and work schedule accordingly. Note: Disposable clothing, rubber boots, and gloves retain heat and moisture and can contribute to heat stroke. Conversely, they can provide some protection from cold weather. When wearing disposable coveralls the general rule of thumb is to have at least one layer of clothing on to provide some protection if your coveralls tear or need to be changed while out in the field.
• Select PPE based on the hazards, which will be encountered during the site visit.  Consult with the Health and Safety Officer and/or program staff to assist in identifying and evaluating site hazards and selecting appropriate PPE.
• Appropriate PPE shall be worn at all times while performing field activities.
• Monitoring instrumentation shall be used when hazardous or toxic contaminants are known or suspected. Selection of instrumentation shall be based upon the hazards, which will be encountered during the site visit. Consult with the Health and Safety Officer and/or program staff to assist in identifying and evaluating site hazards and selecting appropriate instrumentation.
• Employee exposure monitoring is recommended when potentially hazardous or toxic contaminants are known or suspected.
• Always follow proper travel safety guidelines, Appendix 4, Travel Safety.

Decontamination

Decontamination is the process of removing or neutralizing contaminants that have accumulated on personnel or equipment. The most effective means of decontamination is to limit the amount of equipment requiring decontamination.

• Use disposable equipment and supplies whenever possible.
• Seal all non-reusable contaminated materials generated during the field activity including disposable gloves, coveralls, and used toweling in plastic bags and dispose of them on-site. Avoid bringing contaminated materials back with you.
• Decontaminate all soiled boots and other reusable equipment (including soiled vehicles) on site, if possible. If this cannot be done, soiled equipment should be sealed in plastic bags until decontaminated. Soiled equipment and car exteriors can be cleaned at a car wash. If equipment or vehicles become contaminated with hazardous or toxic wastes, contact the Health & Safety Program staff immediately. Do not expose yourself and others to unnecessary risk.
• When decontaminating in the field, use proper personal protection.
• Under no circumstances is contaminated equipment to be brought in to the office or taken home. Contaminated equipment may be taken to the Field Shop for proper decontamination.  Pre-designated areas in the Regional Offices shall be identified for decontamination of contaminated equipment.
• Do not attempt to launder contaminated clothing at home as you may contaminate other articles of clothing.
• Limited field decontamination may be performed using a hand-pumped garden sprayer filled with laboratory grade soap solution (such as ALCONOX_tm brand) and the other with clean water for rinsing. Additional Field Decontamination Procedures are provided in Appendix 6.
• Store all clean field equipment in sealed plastic bags until used.

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6.0 Medical Surveillance Program

All CIWMB employees who are engaged in field activities which may potentially expose them to hazardous materials and/or waste will have an opportunity to receive medical attention, including participation in the Medical Surveillance Program for those identified in a Tier Classification. All medical examinations and consultations shall be performed by, or under the direct supervision of a licensed physician preferably CIWMB Certified in Occupational Medicine. Examinations will be provided without cost to the employee, without loss of compensation and at a reasonable time and place. Medical surveillance requirements for CIWMB employees are based upon their designated Tier Classification, see Appendix 2, Health and Safety Designation Summary.

The CIWMB's Medical Surveillance Program (MSP) monitors the health status of the employee to detect the presence of work-related illness at an early stage to halt or reverse disease. The program also evaluates the fitness of employees to ensure that only those medically sound participate in field operations. The program includes the following components:  baseline physical, periodic testing and evaluation, episodic and emergency medical care, termination examinations, record keeping, and periodic program review. The Health and Safety Program maintains all MSP records at headquarters under lock and key.  The medical records and records of exposure to toxic substances or harmful physical agents may be viewed by the employee at anytime.

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7.0 Employee Information and Training Program

All CIWMB employees designated as field staff shall participate in the formal training program defined in this Field Plan. Information and training will apprise employees of hazards present associated with their work activities. Training and education is essential to maximize the skills and knowledge of CIWMB employees. Training will be provided at the employee's initial assignment to a field status designation and on an ongoing basis. The courses selected are intended to provide field staff with pertinent health and safety information needed to evaluate and protect them from potentially hazardous environment.

Specific training requirements for CIWMB employees are based upon their designated Tier Classification. Employees shall not be permitted to engage in field activities until they have been trained and certified to a level commensurate with the degree of anticipated hazards. All employees shall receive refresher training to review all subject areas to maintain their certification.

Basic Level: All employees shall be provided an initial health and safety training prior to their becoming involved in normal, routine field activities. Training shall include but not be limited to classroom instruction with the following objectives:

• To make the CIWMB employee aware of the potential hazards they may encounter.
• To provide the knowledge and skills necessary to perform the work with minimal risk to worker health and safety.
• To make the CIWMB employee aware of the purpose and limitation of safety equipment.
• To ensure that the CIWMB employees can safety avoid and escape from emergencies.

Ongoing Training: All employees shall be provided annual refresher health and safety training to critique past incidents and review relevant topics. Other relevant health and safety training will be made available for Field Staff.

Summary of Training Classes

Training requirements are outlined in Appendix 2, Health and Safety Designation Summary of this Field Plan for Board employees are based upon their designated tier classification.

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8.0  Personal Protective Equipment

Field activities can present a number of hazards for field staff. Use of personal protective equipment is required when performing certain tasks associated with field activities. No single combination of protective equipment and clothing is capable of protecting against all hazards.  Thus, PPE should be used in conjunction with other protective methods. All CIWMB designated field staff shall follow proper procedure and wear the required personal protection to ensure their safety and those working around them. Standard equipment requirements and distinction between issued equipment for CIWMB field employees are based upon their designated Tier Classification.

It shall be the responsibility, based on adequate available funding, of the Health and Safety Officer or his/her designee to ensure an adequate supply, proper maintenance and distribution of all personal protective equipment. For safe use of personal protective devices, employees shall be properly instructed in selection, use, and maintenance.

Eye Protection

Eye protection shall be worn whenever there is danger of mechanical, biological or chemical injury to the eyes. Occupational safety eyewear provided to employees shall meet or exceed ANSI Z87.1 standards. The following items shall be provided:  safety glasses (prescription or non-prescription, clear or tinted) and/or safety goggles.

Hand Protection

To prevent toxic or irritating substances from coming into contact with the skin, adequate hand protection shall be used. Glove selection shall be made based on chemical compatibility.

Body Protection

To reduce the risk of injury, field staff shall wear appropriate body protection. The following items shall be available: chemical resistant clothing, disposable clothing, and rain suit.

Head Protection

To protect the wearer's head from impact and penetration of falling objects, hard hats shall be used for protection.

Foot Protection

To protect the foot against rolling objects and against the hazard of accidentally kicking or stepping on sharp objects adequate foot protection shall be used. Foot protection shall as a minimum include steel toed and/or steel mid sole (optional) impermeable boot.

Special Clothing

High visibility clothing, DOT orange safety vests, shall be provided for field staff that are exposed to traffic hazards. 

Hearing Protection

Whenever noise levels are suspected to exceed 85 decibels (dBA), hearing protection shall be used.  Hearing protection provided shall consist of earplugs or earmuffs.

Respiratory Protection

To protect against airborne contaminants use of respiratory protection may be required.  Refer to the CIWMB's Respiratory Protection Program located in the Health and Safety Manual for more specific information.

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9.0  Health and Safety Equipment and Supplies

Health and safety equipment and supplies shall be provided by the CIWMB to all employees authorized to perform fieldwork. This equipment, shall include, but is not be limited to safety equipment and supplies needed to aid field activities.

It shall be the responsibility of the Health and Safety Officer or his designee to ensure an adequate supply, proper maintenance and distribution of all safety supplies and equipment for field activities. Each CIWMB designated field staff shall follow proper procedures to ensure their safety and of those working around them while using this equipment and supplies.

An inventory listing of standard health and safety equipment and supplies available for Field Staff is outlined in Appendix 3, Field Staff Health and Safety Equipment and Supplies of this Field Plan.

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10.0 Injuries and/or Exposures Reporting

All occupational injuries, illnesses or exposures to toxic materials, occurring while an employee is engaged in field activities on official state business must be documented and reported.

An employee, who sustains an occupational injury, no matter how minor, or a confirmed or suspected exposure to hazardous materials, must report the injury exposure to his or her supervisor as soon as possible so that medical attention and accident reporting may be arranged. In some cases, it may be necessary to obtain immediate medical attention and then report the injury to the supervisor. Instructions on obtaining medical attention are provided below.

• Supervisors must immediately notify the Human Resources Office (HRO) and Disability Benefits Coordinator within the Administrative Branch, Administration Division and the Health and Safety Officer if an injury/exposure occurs.
• Within 24 hours of learning of an injury/exposure, the Disability Benefits Coordinator will provide an injured employee claim form (SCIF 3301) on which the employee must describe the circumstances of the injury/exposure. The completed SCIF 3301 should be returned to the Disability Benefits Coordinator who will complete an Employer Report of Occupational Injury (SCIF 3067).

The results of any injury/exposure exams will be added to the employee's medical records. 

The Health and Safety Officer shall review the exposure report with the employee and his/her supervisor to determine the cause of the injury/exposure and make every effort to prevent further occurrences.

If the extent of the injury prevents the employee from acting for himself or herself, the supervisor shall act for the employee. It is the employee's responsibility to inform the supervisor of any change in the status of his or her condition.

Obtaining Medical Attention

If the employee reports a physical injury or injury/exposure symptoms, such as rash, headache, nausea, nosebleed, dizziness, etc., the supervisor shall ensure that the employee is provided with first aid followed by prompt professional medical attention. The contract medical clinic, the employee’s personal physician, or the nearest doctor can provide medical attention.

The selection of the attending physician will depend upon the type of exposure, the severity of the injury, the urgency for treatment, prior notification, and the availability of treatment. In general, if the need for medical attention is urgent, then the closest available physician should be used. If reasonable, it is preferable to use the contract clinic. However, if the employee has previously notified his/her supervisor in writing that he/she prefers treatment by a specified physician, he/she may be treated by that physician.

If no symptoms are reported, but confirmed or suspected exposure to substances which require medical surveillance by CAL/OSHA has occurred, the employee shall be authorized by the Health and Safety Officer for examination by the contract medical clinic. The Health and Safety Officer shall be available for consultation on all CAL/OSHA requirements.

If, as a result of an exposure, the employee does not report any symptoms or exposure to substances for which CAL/OSHA requires medical exams, the employee shall be encouraged to seek medical attention from their personal physician and identify the work-related nature of the incident.

If an employee reports an injury, illness or exposure the procedure in the CIWMB's Injury and Illness Prevention Program, Section 9.0, Reporting Injury and Illnesses shall be followed.

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11.0  Regulatory Reporting and Record Keeping

The CIWMB's Health and Safety Officer shall be responsible for keeping and maintaining the following records for all affected field staff:

• The results of medical surveillance examinations
• Medical removal requests
• Reports of exposure to hazardous substances
• Accident and injury reports
• Annual physical schedule records and notification
• Training records

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12.0 Medical Removal

Employees shall inform their immediate supervisor of any medical condition that may be adversely impacted by field duties. Employees may request removal from field duties, which present a medical hazard to them, by presenting to the Health and Safety Officer and their supervisor written documentation signed by a licensed physician. If the Health and Safety Officer considers the documentation adequate, he or she will recommend to the supervisor to approve the request. At that time, the supervisor will complete, sign and return to the Health and Safety Officer the Tier Designation Form located in Appendix 1, Field Staff Identification Form - Individual. If the Health and Safety Officer recommends medical removal, but the supervisor does not approve the request, the matter shall be forwarded to the Division's Deputy Director for decision. A documented medical condition may include, but is not limited to, a physical or biological disorder, pregnancy, or breastfeeding. (Note:  More specific information related to reproductive medical removal is provided in the Medical Surveillance Program Policy or through the Health and Safety Officer.) Personal information provided to supervisors in order to exercise a medical removal request shall be kept confidential.

Refer to the CIWMB Medical Surveillance Program for more specific information.

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Last updated: November 01, 2007