Workplace Health and Safety Procedure Policy Template

Workplace Health And Safety Policy Template

This template provides a basic structure for your workplace health and safety policy. And it works as a starting point for building your company’s policy. We highly suggest adding, changing, or rearranging content to make it your own! 

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Purpose

Here at [company name], we believe everyone has the right to safe working conditions. And we do everything in our power to keep our workplace healthy and safe for all employees. This includes following all local health and safety guidelines.

In this policy, we’ll outline these efforts so you can hold us accountable and do your part to keep our workplace as safe as possible.

Next : Scope >

Scope

This policy applies to all employees (including full-time, part-time, and contractors) and all visitors.

Next : Our workplace health and safety policy >

Our workplace health and safety policy

Our workplace health and safety policy is broken into 2 distinct parts: 

  1. Preventative action 
  2. Emergency management

That way, we can ensure the safest working conditions possible – and quickly respond to any health or safety issues if they should arise.

Next : Preventative action >

Preventative action

Preventative action refers to any measures we take to keep accidents or unhealthy conditions from happening in the first place. 

These measures are informed by routine risk assessments and analysis of our job hazards. And every time we find new information, we make sure to update our health and safety procedures accordingly. 

Some tasks at our company, however, come with higher risk. And if it is not in your job duties or is not entirely necessary, these tasks should be avoided. For example: 

  • Working in spaces with unsafe air qualities
  • Environments with unhealthy temperatures 
  • Exposing yourself to harmfully loud noises
  • Handling toxic, flammable, or otherwise dangerous materials
  • Operating heavy machinery, such as the baler
  • Working at an unsafe height via a ladder or scaffolding

Please note that this list is not exhaustive. And that some risks may be unavoidable, depending on your position. 

In these cases, we have implemented the necessary safety steps to make your job as safe as possible, including the following precautions: 

  • Our cleaning team will sanitize all company workspaces and equipment per CDC recommendations
  • All buildings have working smoke alarms and sprinklers that are regularly checked by a [maintenance supervisor]
  • Evacuation plans are posted clearly near the emergency exit on each floor of the building. These exits are clearly marked
  • Multiple first aid kits that are always fully stocked and unexpired fire extinguishers are easily accessible on each floor
  • Fire extinguishers and first aid kits are available on each floor
  • We hold quarterly fire drills and practice emergency evacuations
  • Our safety and quality control team will inspect all equipment and framework at least [once a quarter]
  • All employees must be up to date on their training before they go to a job site
  • Field workers are required to attend [3 hours] of in-person health and safety training [per year]
  • Safety gear (including gloves, coveralls, helmets, and safety glasses) will be provided and must be worn in all work zones
  • Proper signage must be posted at all job sites before starting 
  • All fieldwork will be completed by teams of 2 or more employees
  • Non-authorized individuals (such as visitors) are not allowed on job sites
  • work
  • Technicians that are on call to quickly fix any blackouts, leaks, or any other potentially hazardous situation 
  • Smoking is not permitted on company property
  • Our substance abuse policy is always in effect during working hours and on company property

All preventative actions will also be included in the related training materials.

Next : Emergency management >

Emergency management

In the event of an emergency, certain protocols must be followed to ensure safety to personnel and property. Since not all emergencies are the same, we will provide the established protocols for a ## scenarios that could potentially occur in our line of work and in our region. Understanding these protocols will ensure you know what to do if any of these scenarios occurs.

Important: Obviously, it is impossible to plan perfectly for every potential emergency. Should one occur outside those outlined here, please follow directions provided by your immediate supervisor.

Next : 1. Medical emergencies >

1. Medical emergencies

Per the CDC, if a medical emergency arises, do not move the victim unless absolutely necessary. And ensure the victim is in a safe place.

Call medical emergency phone number

  • Fire – [000-000-0000]
  • Police – [000-000-0000]
  • Paramedics – [000-000-0000]

Provide the following information:

  • Nature of the medical emergency
  • Location of the emergency (address, building, room number, etc.)
  • Your name and the phone number from which you are calling

Call the following personnel trained in CPR and first aid to provide assistance before the arrival of professional medical help:

  • Name: [name] Phone: [000-000-0000]
  • Name: [name] Phone: [000-000-0000]

If CPR or first aid trained personnel are not available, as a minimum, attempt to prove the following basic assistance:

  • Stop bleeding by applying firm pressure on the wound with clean material (avoid contact with blood or other bodily fluids).
  • If choking, clear the air passage using the Heimlich maneuver.

Attempt first aid only if you are trained and qualified.

Next : 2. Disease or illness >

2. Disease or illness

In the event of a community outbreak of any illness, we will, first and foremost, follow the precautions and guidance of local health and governmental bodies. Our general protocols will be as follows:

General hygiene and environmental cleaning

  • Employees should practice good hygiene by:
  • We will routinely clean and disinfect all frequently touched surfaces, including:
    • Work stations
    • Countertops
    • Doorknobs
  • We will provide tissues and disinfecting disposable wipes

Illness

  • Employees who are sick should stay home
  • Employees with ill family members should stay home
  • If an employee becomes sick at work, they will be separated from other employees and sent home

Work from home

  • If an outbreak becomes severe enough, a mandatory “Work from Home” policy may be implemented. And we will continue until conditions improve well within healthy limits per local health and/or governmental bodies

Travel

  • If an outbreak becomes severe enough, employee travel may be partially or fully restricted until conditions improve. In this event, we will use technology (such as Slack and Zoom) to continue work that would typically be conducted onsite
Next : 3. Fire >

3. Fire

When a fire is discovered:

  • Activate the nearest fire alarm (if installed)
  • Notify the local Fire Department by calling [000-000-0000].
  • If the fire alarm is not available, notify the site personnel about the fire emergency by the following means:
    • Voice Communication
    • Phone Paging
    • Radio
    • Instant Messaging 

Fight the fire only if:

  • The Fire Department has been notified
  • The fire is small and is not spreading to other areas
  • Escaping the area is possible by backing up to the nearest exit
  • The fire extinguisher is in working condition, and personnel are trained to use it

Upon being notified about the fire emergency, occupants must:

  • Leave the building using the designated escape routes
  • Assemble in [the designated area]
  • Remain outside until the competent authority (designated official or designee) announces that it is safe to reenter

Supervisors must :

  • Disconnect utilities and equipment unless doing so jeopardizes their safety
  • Coordinate an orderly evacuation of personnel
  • Perform an accurate headcount of personnel reported to the designated area
  • Determine a rescue method to locate missing personnel
  • Provide the fire department personnel with the necessary information about the facility
  • Perform assessment and coordinate weather forecast office emergency closing procedures

Area Monitors must:

  • Ensure that all employees have evacuated the area/floor
  • Report any problems to [the designated official] at the assembly area

Assistants to physically challenged should assist all physically challenged employees in the emergency evacuation.

Next : 4. Severe weather >

4. Severe weather

Tornado

  • When a warning is issued by sirens or other means, seek inside shelter
  • Consider the following:
    • Small interior rooms on the lowest floor and without windows
    • Hallways on the lowest floor away from doors and windows
    • Rooms constructed with reinforced concrete, brick, or block with no windows
  • Stay away from outside walls and windows
  • Use arms to protect the head and neck
  • Remain sheltered until the tornado threat is announced to be over

 

Earthquake

  • Stay calm and await instructions from [the designated official]
  • Keep away from overhead fixtures, windows, filing cabinets, and electrical power
  • Assist people with disabilities in finding a safe place
  • Evacuate as instructed by [the designated official]

Flood

  • If indoors:
    • Be ready to evacuate as directed by the [the designated official]
    • Follow the recommended primary or secondary evacuation routes
  • If outdoors:
    • Climb to high ground and stay there
    • Avoid walking or driving through flood water
    • If the car stalls, abandon it immediately and climb to higher ground

Hurricane

  • The nature of a hurricane provides for more warning than other natural and weather disasters. A hurricane watch is issued when the hurricane becomes a threat to a coastal area. A hurricane warning is issued when hurricane winds of 74 mph or higher, or a combination of dangerously high water and rough seas, are expected in the area within 24 hours
  • Once a hurricane watch has been issued:
    • Stay calm and await instructions from [the designated official]
    • Moor any boats securely, or move to a safe place if time allows
    • Continue to monitor local TV and radio stations for instructions
    • Move early out of low-lying areas or from the coast, at the request of officials
    • If you are on high ground, away from the coast, and plan to stay, secure the building, moving all loose items indoors, and boarding up windows and openings
    • Collect drinking water in appropriate containers
  • Once a hurricane warning has been issued:
    • Be ready to evacuate as directed by [the designated official]
    • Leave areas that might be affected by storm tide or stream flooding
  • During a hurricane:
    • Remain indoors and consider the following:
      • Small interior rooms on the lowest floor and without windows
      • Hallways on the lowest floor away from doors and windows
      • Rooms constructed with reinforced concrete, brick, or block with no windows

Blizzard

  • If indoors:
    • Stay calm and await instructions from [the designated official]
    • Stay indoors!
    • If there is no heat:
      • Close off unneeded rooms or areas
      • Stuff towels or rags in cracks under doors
      • Cover windows at night
    • Eat and drink. Food provides the body with energy and heat. Fluids prevent dehydration. Wear layers of loose-fitting, light-weight, warm clothing, if available
  • If outdoors:
    • Find a dry shelter. Cover all exposed parts of the body
  • If outdoors and shelter is not available:
    • Prepare a lean-to, windbreak, or snow cave for protection from the wind
    • Build a fire for heat and to attract attention. Place rocks around the fire to absorb and reflect heat
    • Do not eat snow. It will lower your body temperature. Melt it first
  • If stranded in a car or truck:
    • Stay in the vehicle!
    • Run the motor for about ten minutes each hour. Open the windows a little for fresh air to avoid carbon monoxide poisoning. Make sure the exhaust pipe is not blocked
    • Make yourself visible to rescuers
    • Turn on the dome light at night when running the engine
    • Tie a colored cloth to your antenna or door
    • Raise the hood after the snow stops falling
    • Exercise to keep blood circulating and to keep warm
Next : 5. Chemical spill >

5. Chemical spill

The following are the locations of:

  • Spill containment and security equipment:
    • [location 1]
    • [location 2]
  • Personal protective equipment (PPE):
    • [location 1]
    • [location 2]
  • Material safety data sheets (MSDS):
    • [location 1]
    • [location 2]

When a large chemical spill has occurred:

  • Immediately notify [the designated official]
  • Contain the spill with available equipment (such as pads, booms, absorbent powder)
  • Secure the area and alert other site personnel.
  • Do not attempt to clean the spill unless trained to do so.
  • Attend to injured personnel and call the medical emergency number, if required
  • Call a local spill cleanup company or the Fire Department (if an arrangement has been made) to perform a large chemical (such as mercury) spill cleanup
    • Spill Cleanup Company: [company name here]
    • Phone Number: [000-000-0000]
  • Evacuate the building as necessary

When a small chemical spill has occurred:

  • Notify the [Supervisor]
  • If toxic fumes are present, secure the area (with caution tapes or cones) to prevent other personnel from entering
  • Deal with the spill per the instructions described in the MSDS.
  • Small spills must be handled safely and while wearing the proper PPE
  • Review the general spill cleanup procedures
Next : 6. Bomb threat >

6. Bomb threat

In case of a bomb threat, we will follow the bomb threat guidance outlined by the Department of Homeland Security

Phoned threat

  • Remain calm and do not hang up
  • If possible, signal other staff members to listen and notify [a Supervisor and authorities]
  • If the phone has a display, copy the numbers or letters on the window display
  • Write down the exact wording of the threat
  • Keep the caller on the line for as long as possible. You will want to use the Bomb Threat Checklist to gather as much information as you can
  • Record the call, if possible
  • Fill out the Bomb Threat Checklist immediately
  • Be available for interviews with the building’s emergency response team and law enforcement

Verbal threat

  • If the perpetrator leaves, note which direction they went
  • Notify [a Supervisor and authorities]
  • Write down the threat word for word
  • Note the description of the person who made the threat:
    • Name (if known)
    • Race
    • Gender
    • Type/color of clothing
    • Body size (height/weight)
    • Hair and eye color
    • Distinguishing features
    • Voice (loud, deep, accent, etc.)

Written threat

  • Handle the document as little as possible
  • Notify the [a Supervisor and authorities]
  • Rewrite the threat exactly as is on another sheet of paper and note the following:
    • Date, time, and location that the document was found
    • Any situations or conditions surrounding the discovery/delivery
    • Full names of any person who saw the threat
    • Secure the original threat and do not alter the item in any way
    • If small/removable, place in a bag or envelope
    • If large/stationary, secure the location

Emailed threat

  • Leave the message open on the computer
  • Notify the [a Supervisor and authorities]
  • Print, photograph, or copy the message and subject line, noting the date and time
Next : 7. Extended power loss >

7. Extended power loss

In the event of extended power loss:

  • Unnecessary electrical equipment and appliances should be turned off if power restoration will cause damage to electronics or affect the equipment
  • Facilities with freezing temperatures should be turned off, and the following lines should be drained in the event of an extended power loss:
    • Fire sprinkler system
    • Standpipes
    • Potable water lines
    • Toilets
  • Add propylene-glycol to drains to prevent traps from freezing
  • Equipment that contains fluids that may freeze when exposed to freezing temperatures should be moved to heated areas, drained of liquids, or provided with auxiliary heat sources

Upon restoration of heat and power:

  • Electronic equipment should be brought up to ambient temperatures before energizing to prevent condensate from forming on circuitry
  • Fire and potable water piping should be checked for leaks from freeze damage after the heat has been restored to the facility and water turned back on
Next : 8. Workplace violence >

8. Workplace violence

Per DOL recommendations, we have classified our responses into 3 stages based on the threat posed.  

Level 1 (early warning signs)

  • The person is:
    • Intimidating or bullying
    • Discourteous or disrespectful
    • Uncooperative
    • Verbally abusive
  • Response when early warning signs reach Level 1
    • Observe the behavior in question
    • Report concerns to your supervisor to seek help in assessing and responding to the situation
      • If the offending employee is the reporting employee’s immediate supervisor, the employee should notify the next level of supervision 
        • If the person is not an employee, the employee’s supervisor is still the appropriate individual to receive and initially respond
    • Document the observed behavior in question
    • Supervisors should meet with the offending employee to discuss concerns. Follow these procedures:
      • Schedule private time and place
      • Coordinate any necessary union participation
      • Get straight to the point
      • Ask the employee for his or her input
      • Ask the employee what should be done about the behavior
      • Ask how you can help
      • Identify the performance or conduct problems that are of concern
      • Identify the steps you would like to see to correct problems
      • Set limits on what is acceptable behavior and performance
      • Establish time frames to make changes and subsequent consequences for failing to correct behavior or performance

Level 2 (escalation of the situation)

  • The person:
    • Argues with customers, vendors, co-workers, and management
    • Refuses to obey agency policies and procedures
    • Sabotages equipment and steals property for revenge
    • Verbalizes wishes to hurt co-workers or management
    • Sends threatening note(s) to co-worker(s) or management
    • Sees him/herself as victimized by management (me against them)
  • Response when the situation has escalated to Level 2
    • If warranted, call [911 and other appropriate emergency contacts (such as Federal Protective Service) for that particular facility], particularly if the situation requires immediate medical and/or law enforcement personnel
    • Immediately Contact the supervisor and, if needed, the supervisor will contact other appropriate officials, such as functional area experts to seek help in assessing and responding to the situation
    • If necessary, Secure your own safety and the safety of others, including contacting people who are in danger (make sure emergency numbers for employees are kept up-to-date and accessible)
    • Document the observed behavior in question
    • Supervisors should Meet with the employee to discuss concerns and, if appropriate, begin or continue progressive discipline. The supervisor should follow these procedures:
      • Call for assistance in assessing and responding, if needed
      • Avoid an audience when dealing with the employee
      • Remain calm, speaking slowly, softly, and clearly
      • Ask the employee to sit down; see if they can follow directions
      • Ask questions relevant to the employee’s complaint such as:
        • What can you do to try to regain control of yourself?
        • What can I do to help you regain control?
        • What do you hope to gain by committing violence?
        • Why do you believe you need to be violent to achieve that?
      • Try to direct the aggressive tendencies into another kind of behavior so that the employee sees s/he has choices about how to react

Level 3 (further escalation – usually resulting in emergency response)

  • The person displays intense anger resulting in:
    • Suicidal threats
    • Physical fights
    • Destruction of property
    • Display of extreme rage
    • Utilization of weapons to harm others
  • Response when the situation reaches Level 3 emergency
    • Any individual observing violent or threatening behavior that poses an immediate danger to persons or property is expected to:
    • Call [911 and other appropriate emergency contacts (such as Federal Protective Service) for that particular facility], especially if the situation requires immediate medical and/or law enforcement personnel
    • Remain calm and contact the supervisor
    • Secure your personal safety first
    • Leave the area if your safety is at risk
    • Cooperate with law enforcement personnel when they have responded to the situation

Once law enforcement personnel are on the scene, they will assume control of the situation. Witnesses should be prepared to provide a description of the violent or threatening individual. As well as offer details of what they observed, including the exact location of the incident.

Note: Supervisor, where needed, will contact functional area experts and follow the procedures described in the Level 2 section.

Next : Questions? Comments? Concerns? >

Questions? Comments? Concerns?

Have a question about this policy? Reach out to [HR contact].

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