1. Purpose

   The purpose of this chapter is to proactively identify and manage workplace hazards before they cause injury or illness using the basic tenets of OSHA's Safety and Health Management System (SHMS): management leadership and commitment, employee participation, worksite analysis, hazard prevention and control, and safety and health training. The SHMS serves as the basic hazard awareness, analysis, and control for routine and non-routine tasks.

2. Scope

   The program applies to all OSHA Field personnel within regional, area, district, or satellite offices or other OSHA organizational units (i.e., Cincinnati Technical Center (CTC), Salt Lake Technical Center (SLTC), Office of Training and Education (OTE)) covered by the OSHA SHMS Program.

3. Definitions

   Best Practice: A procedure that has been shown by research and experience to produce optimal results and that is established or proposed as a standard suitable for widespread adoption.

   Note: A best practice can be changed or improved.

   Hazard: Any object, situation, or behavior that has the potential to cause injury, illness, or damage to property or the environment (hazards can be present anywhere including off-site, offices, communal areas, labs, etc.).

   Incident: An event that causes an injury, illness, near miss, or report of a hazard that affects OSHA personnel.

   Near Miss: A close call or narrow escape, an unintentional incident that could have resulted in human injury, illness, environmental or equipment damage, or an interruption to normal operation.

   Office Manager/Manager: Directorate Director, Regional Administrator, Area Director, Office/Unit Director, Supervisor, or any management official of an OSHA field office.

   OSHA SHMS Workgroup: A group of selected OSHA field personnel (management and bargaining unit employees (BUE)) that come together for peer-to-peer collaboration on specific projects (e.g., OSHA SHMS manual chapters, specific safety and health concerns).

   OSHA Pilot Study: A small-scale preliminary evaluation of the value or feasibility of a safety and health program, conducted to determine if the full-scale implementation of the program has merit for the Agency.

   OSHA Safety and Health Management System (SHMS): The agency's safety and health program, which includes policies, procedures, training, and responsibilities for all OSHA personnel.

   Occupational Safety and Health Committee (SHC): A joint labor management committee established within each region, regional office, area office, or other organizational unit to monitor and promote occupational safety and health to OSHA Field personnel. A Regional Safety and Health Committee (RSHC) works independently from a Regional Office's Safety and Health Committee.

   Other organizational units: OSHA units of the National Office that are covered by jurisdiction of the OSHA SHMS Manual. Those non-Regional OSHA organizational units are the SLTC, CTC, and OTE.

   Regional Safety and Occupational Health Manager (RSHM): Field safety and occupational health representative who maintains their Region's OSHA SHMS manual. The RSHM works with the Regional Safety and Health Committee (RSHC), regional office, and area offices to ensure that the OSHA SHMS Manual directive is consistently implemented and maintained. The RSHM is also the liaison between the Field, the Safety and Occupational Health Manager, and the regional and area office committees for SHMS.

   Safety and Occupational Health Manager (SOHM): OSHA's Safety and Occupational Health Manager works to promote an OSHA safety and health culture based on guidance from OSHA's SHMS and OSHA Field SHMS Executive Steering Committee (SHMS ESC/ESC). The SOHM coordinates with RSHMs and SHMS Representatives for consistent implementation and maintenance of the OSHA SHMS directive.

   Safety and Health Information Bulletin (SHIB): An information system to inform OSHA offices and the public of significant occupational safety and health issues concerning hazard recognition, evaluation, and control in the workplace and at emergency response sites.

   SHMS Representative: National Office Directorate representative with operations that fall under OSHA SHMS Manual directive. This includes the Directorate of Administrative Programs (OTE) and the Directorate of Technical Support and Emergency Management (DTSEM) (SLTC and CTC). The SHMS Representative works with the SOHM and their office safety and health committee to ensure the OSHA SHMS Manual directive and site-specific programs are consistently implemented and maintained. OSHA's National Office (with exception of OTE, SLTC, and CTC) is not covered by the OSHA SHMS Manual; but is covered solely by the DLMS 3 – Building Management and Safety and Health DLMS 3-1400: DOL Safety and Health Program and 29 CFR 1960.

4. References

   Agreement Between Local 12, AFGE, AFL-CIO and The U.S. Department of Labor

   Department of Labor Manual Series (DLMS) 3- Building Management and Safety and Health [https://labornet.dol.gov/workplaceresources/policies/DLMS/DLMS03/]

   National Archives and Records Administration Request for Records Disposition Authority: DAA-GRS2017-00100003

   Safety and Health Information Bulletin (SHIB): CPL 02-00-065

   OSHA SHMS Manual Directive

   29 CFR 1960, Basic Program Elements for Federal Employee Occupational Safety and Health Programs and Related Matters

5. Roles and Responsibilities

   1. Management Commitment

      1. National Office

         The Assistant Secretary bears responsibility for the health and safety of OSHA personnel and visitors. Furthermore, the Assistant Secretary will demonstrate leadership and commitment to safety and health and will hold Regional Administrators and Directorate Directors accountable for the maintenance and implementation of the OSHA SHMS Manual programs. The SHMS ESC consists of executive Field management representatives and an equal number of National Council of Field Labor Locals (NCFLL) representatives. Members of the Office of Science and Technology Assessment (OSTA) and Office of Human Resources (OHR) representatives of the Office of the Assistant Secretary for Administration and Management (OASAM) participate in a support capacity and are not standing members of the ESC. The SOHM is a permanent support member of the ESC. DTSEM-OSTA-SOHM will be organizationally responsible for the implementation and management of the program. The SOHM will:

         1. Support the Regions in the implementation of the SHMS by providing guidance and assistance.

         2. Maintain oversight of the SHMS.

         3. Organize and support the periodic SHMS Consistency meetings (i.e., bi-monthly SHMS calls) that include the SOHM, RSHMs, and SHMS Representatives. These meetings are designed to support consistent implementation of field SHMS.

         4. Review and submit to SHMS ESC for review, all requested changes to the OSHA SHMS Manual, other than those that describe site-specific roles and responsibilities.

         5. Create, distribute, and review the Annual SHMS Self-Evaluations submitted by the Regions and provide guidance as needed.

         6. Compile and maintain injury/illness/incident reports, analyze trends, and share recommendations, best practices, and lessons learned, as appropriate.

         7. Provide safety and health performance updates to the SHMS ESC, which includes the status of:

            1. Progress towards at least one safety and health goal.

            2. Percent completion of SHMS chapter trainings. All OSHA SHMS chapters are mandatory and to be trained on (see section IX.A.1. Training).

            3. Percent of scheduled and completed physicals of those in OSHA's Medical Examination Program (see SHMS Chapter 25: Medical Management).

            4. Percent completion of annual respirator fit tests.

            5. Percent completion of required annual exercises (i.e., Continuity of Operations Plan/Regional Emergency Management Plan, Shelter in Place Plan, Fire Drills, Earthquake/Tornado drills, Active Shooter/Hostile Intruder Plan) (see SHMS Chapter 6: Office Safety and Health & SHMS Chapter 7: Emergency Contingency Plan).

            6. Percent completion of required inspections (i.e., office inspections, vehicle inspections).

            7. Number of internal occupational safety and health incidents investigated and percentage of timely reporting (within 5 days).

      2. Directorate of Administrative Programs (DAP) – Office of Training and Education (OTE)

         The Directorate Director bears responsibility for the health and safety of its staff as well as temporary, contract and visiting employees, and visitors of OTE. They will demonstrate leadership and commitment to employee safety and health by participating in SHMS trainings and providing time and resources for each employee of the OTE to complete OSHA SHMS training.

      3. DTSEM – Technical Centers (Salt Lake and Cincinnati)

         The Directorate Director bears responsibility for the health and safety of its staff, as well as temporary, contract and visiting employees, and visitors within the technical centers. They will demonstrate leadership and commitment to employee safety and health by participating in SHMS trainings and providing time and resources for each employee of the technical centers to complete SHMS training.

      4. Regional Offices

         The Regional Administrators, Deputy Regional Administrators, and Assistant Regional Administrators all bear responsibility for the health and safety of all regional employees, as well as temporary, contract and visiting employees, and visitors within the Regional Office. They will demonstrate leadership and commitment to employee safety and health by participating in SHMS trainings and providing time and resources for each employee of their Region to complete SHMS training. See SHMS Chapter 4 Regional Office for additional roles and responsibilities specific to the Regions.

      5. Area and District Offices

         The Area Directors and Assistant Area Directors bear responsibility for the health and safety of its staff, as well as temporary, contract and visiting employees, and visitors within the Area and District Offices. They will demonstrate leadership and commitment to employee safety and health by participating in SHMS trainings and providing time and resources for each employee of their office to complete SHMS training. See SHMS Chapter 5: Area and District Offices for additional roles and responsibilities specific to the Area and District Offices.

   2. Employee Participation

      1. Each employee covered by this instruction is responsible for:

         1. Following all the safety and health rules and practices of the SHMS, as well as DOL safety and health policies.

         2. Monitoring and promptly reporting to their supervisor (or designee) any unsafe or unhealthy conditions.

         3. Providing input to their supervisor (or designee) to ensure that safety and health standards are met.

         4. Correcting any hazard that they have been trained to correct and report all incidents to the supervisor (or designee).

         5. Setting the example as a leader in occupational safety and health in the office and the field in the course of their professional duties.

         6. Avoiding exposure to any recognized hazard(s).

         7. Participating meaningfully in SHMS activities, for example, reporting safety and health hazards, participation is preparing Job Hazard Analyses (JHAs), developing, and providing SHMS training, and serving on safety and health committees.

      2. All employees shall be provided access to:

         1. SHMS chapter training materials.

         2. Safety data sheets.

         3. Results of office safety and health inspections.

         4. Results of annual safety and health self-evaluations and incident investigations except for portions deemed confidential for personnel or medical reasons.

         5. Hazard assessments and other materials that may be helpful to employees in improving safety and health in their workplace.

      3. Union and Employee Participation

         Union and employee participation in the field are to be undertaken consistent with the NCFLL bargaining agreement.

   3. Occupational Safety and Health Committee (SHC)

      1. Each OSHA Field office and organizational unit covered under the OSHA SHMS Manual shall establish a joint labor management committee referred to as the Safety and Health Committee (SHC) (i.e., RSHC) to promote occupational safety and health benefits to all employees, including temporary, contract, and visiting employees. The requirements for formation and election of the SHC and chairperson will be consistent with 29 CFR 1960.37. The size of the SHC will be determined jointly by the local labor-management representatives.

      2. The SHC will consist of management and non-management employees. If there are employees contracted to work for OSHA, they can be a member of the SHC under the same terms and conditions as the management and non-management OSHA employees. The NCFLL will appoint the union representatives, and the Regional Administrator, Area Director, or organizational unit Director will appoint the management representatives. The number of management representatives cannot exceed the number of bargaining unit employees on the committee.

         The Regional Administrator, Area Director, or organizational unit Director will appoint contracted OSHA employees. This may be based on a referral from an OSHA staff (manager or non-manager) member or the request of the contracted OSHA employee. The number of contracted OSHA employees cannot exceed the number of bargaining unit employees on the committee.

      3. Each SHC committee chairperson and co-chairperson will serve a minimum term of two years. The terms should be staggered so that historical information can be passed down. The co-chairperson will automatically become the chairperson when the chairperson rotates out of the chairperson role. A term can be renewed or terminated by the Regional Administrator, Area Director, or organizational unit Director for the management representatives and by the NCFLL for the bargaining unit employees. There is no maximum number of years that a general committee member can serve on a particular committee.

      4. A RSHM (or SHMS Representative, identified by the Regional Administrator or organizational unit Director), can serve as a facilitator, technical advisor, and permanent support position to the SHC. This is an ex officio role on the SHC that is not entitled to vote on matters that are presented to/through the SHC.

   4. Workgroups:

      1. The SHC may designate ad hoc workgroups as appropriate to address specific safety and health issues and work assignments. The number of members depends on the size of the task. There shall not be more managers than BUEs serving on an ad hoc workgroup. A Regional Administrator, Area Director, or organizational unit Director can appoint a contracted OSHA employee to the ad hoc workgroup based on their discretion. The NCFLL will select the BUEs per the current Agreement between Local 12, AFGE, AFL-CIO, and the U.S. Department of Labor. The Regional Administrator, Area Director, or organizational unit Director will select the management representatives.

      2. The ESC can designate ad hoc workgroups. Workgroups shall be formed for the comprehensive revision and addition of chapters for the OSHA SHMS Manual. There shall be an equal number of management and non-management employees serving on the ad hoc workgroups. The Regional Administrators will select the management members and the NCFLL will select the BUEs per the current Agreement between Local 12, AFGE, AFL-CIO, and the U.S. Department of Labor. Members will be selected from a pool amongst all OSHA Regions and organizational units that are covered by the OSHA SHMS Manual directive.

         Note: The ESC can approve OSHA personnel that are Subject Matter Experts (SME) to provide technical support to the workgroup.

      3. Workgroups are not needed for grammatical or formatting concerns.

   5. Pilot Studies:

      1. If an OSHA field office/unit determines the need to create a pilot study for a safety and health initiative:

         1. The field office/unit will notify the local NCFLL in writing. The notification is only for awareness purposes.

         2. The field office/unit will notify the RSHM/SHMS Representative. RSHM/SHMS Representative may work with the site SHC, or committee coordinating the pilot study to provide technical support or assist with the organization and management of the pilot study.

         3. The RSHM/SHMS Representative will notify the SOHM that an OSHA field office/unit is conducting a pilot study within their OSHA field office jurisdiction. This notification is only for awareness purposes but could lead to the:

            1. Recognition that additional regions or organizational units are conducting or have conducted the same or similar pilot studies.

            2. Expansion/revision of the current pilot study.

            3. Interest of the results and possible impact on the national OSHA SHMS Manual.

      2. The OSHA field office/unit that initiates the pilot shall ensure that the pilot study write-up captures the following:

         1. Background, Goal, Objectives,

         2. Study design: Participants, Timeframe, Evaluation/outcomes,

         3. Budget/expenses,

         4. References.

      3. The OSHA field office/unit that initiates the pilot shall share the pilot results with the OSHA Field offices via the SOHM and RSHM/SHMS Representatives for awareness purposes.

      4. If the ESC determines the need for a pilot study, they shall:

         1. Notify the SOHM. They may request the SOHM to assist with the organization and management of the pilot study and/or providing technical support.

         2. Request support from OSHA Field offices and Directorates, as necessary.

6. Worksite Analysis

   1. Inspections

      Quarterly safety and health inspections will be conducted at each OSHA office (at a minimum). At least one bargaining unit employee and one management representative will participate in the inspection. Corrective actions will be documented on the Hazard Tracking Log (Appendix B), communicated to all affected employees, and retained at the office where the inspection was conducted for at least two years. Consideration should be given to conducting limited scope weekly or monthly inspections (i.e., fire extinguisher, eyewash, automated external defibrillator device or emergency lighting inspections). (See Appendix A for a sample Workplace Inspection Checklist template).

   2. Hazard Analyses of Routine Tasks

      1. Hazards and risks to employees' safety and health should be identified and assessed on an ongoing basis at both office and field locations. This includes enforcement inspections, Voluntary Protection Program (VPP) onsite evaluations, and compliance assistance outreach locations.

         1. Implementation of preventive and protective measures should eliminate or control the hazard/risk using engineering or administrative controls.

         2. Where the hazards/risks cannot be controlled using engineering or administrative measures, use appropriate personal protective equipment (PPE).

      2. JHAs are effective in uncovering workplace hazards and shall be done to the fullest extent possible for all tasks. Based on a general assessment of work sites, at a minimum, employees are required to utilize safety glasses and safety shoes on all general industry, construction, maritime and long shoring sites. High visibility apparel, hard hats, or safety helmets, and/or other appropriate PPE may be required depending on the site operations. All OSHA employees shall abide by the requirements of the employer under inspection, if more protective than the general assessment (see SHMS Chapter 8: PPE). All PPE must be ANSI approved.

      3. To evaluate potential health hazards, employees will abide by OSHA's Policies and Procedures in SHMS Chapter 27: Policies and Procedures for Field Staff Exposure Monitoring.

   3. Hazard Analysis of Non-Routine Tasks

      1. When known special hazards are identified prior to the OSHA inspection and or evaluation, the supervisor will give safe job instructions.

      2. When OSHA employees discover hazards that limit their ability to access an area for an inspection and or evaluation, they will contact their supervisor immediately.

      3. When OSHA employees encounter a hazard that is not addressed in the OSHA SHMS program, they will notify their supervisor who will discuss with the local SHC whether a JHA and/or SHIB should be developed by that committee. (JHA – See SHMS Chapter 8: Personal Protective Equipment, section VI.A. Hazard Assessment; SHIB – See SHIB instruction: CPL 02-00-065.)

      4. When it is determined by the SHC that a JHA should be developed, it should be created and then forwarded to the RSHC for review and approval.

      5. When it is determined by the SHC that a SHIB should be developed, it should be created and then forwarded to the RSHC for review and approval. Upon approval by the RSHC, it will be forwarded to DTSEM's Office of Science and Technology Assessment for review, further approval, and posting per the SHIB Directive.

7. Incident Reporting/Investigation Procedures

   1. Prompt and accurate reporting and investigation of work-related incidents, which include all work-related injuries, illnesses, and near misses that could have caused serious injuries and/or illnesses, is a necessary component of effective accident prevention programs.

   2. All work-related incidents occurring during the performance of the employee's job duties must be reported promptly to an office manager and union representative per Article 34 of the NCFLL Collective Bargaining Agreement. This information can be used in evaluating and preventing hazards, fulfilling mandatory recordkeeping requirements, and filing for workers' compensation benefits. Incidents resulting in personal injury and/or illness require that the appropriate Office of Worker's Compensation Programs (OWCP) and DOL procedures are followed, and forms completed.

   3. The Incident Investigation and Hazard Reporting Worksheet (Appendix C) will be completed by the office manager with the assistance of the affected employee.

   4. The office manager will notify the RSHM/SHMS Representative of all reported incidents. The Hazard Reporting Worksheet is sent to the RSHM/SHMS Representative within five days of the incident correction due date. The Hazard Reporting Worksheet shall include the action plan to correct the incident. Copies are kept at the originating office for employees to review. Personal identifying information shall not be shared with non-management personnel.

   5. The RSHM/SHMS Representative will track the incidents to determine and analyze trends. The results of the tracking will be provided to the SOHM, on at least a monthly basis, to compare possible trends to other OSHA regions or organizational units.

   6. Incidents involving property damage shall be reported as soon as possible to the employee's manager. The manager, along with the affected employee(s), will complete the Incident Investigation and Hazard Reporting Worksheet (Appendix C) and will be involved in the investigation process.

      1. All incidents involving property damage must be reported to the RSHM/SHMS Representative within one working day. An Incident Investigation and Hazard Reporting Worksheet (Appendix C), along with any supporting information, shall immediately be sent to the RSHM/SHMS Representative and Regional Administrator/Directorate Director.

      2. In addition to the reporting requirements outlined in this directive, and in the Department of Labor Management Series (DLMS) 3, Chapter 1400, DOL Safety and Health Program, employees and supervisors must fully adhere to DOL accident reporting requirements in DLMS 3, Chapter 700, Motor Vehicle Management. These requirements are in addition to the Motor Vehicle Accident Report (SF-91) and Statement of Witness (SF-94) which must be completed and submitted to the SOHM of the National Office and the RSHM or SHMS Representative.

   7. Each office must maintain their own injury and illness recordkeeping forms in accordance with 29 CFR Part 1904 for injuries/illnesses occurring at their facilities or work areas. In addition, each office will follow DOL requirements regarding the use of the current system that the agency uses for electronically recording workplace injuries and illnesses, and processes claims under the Federal Employees' Compensation Act (FECA) (i.e., EComp - https://www.ecomp.dol.gov/)

   8. The RSHM/SHMS Representative will collaborate with the OSHA Record Keeper (ORK) to maintain the recordkeeping forms in accordance with 29 CFR 1904 for the office(s). Completed OSHA Form 301 Injury and Illness Incident Report(s) for Regional and Area offices are to be sent to the RSHM. Completed OSHA Form 301 Injury and Illness Incident Report(s) for National Office Directorates*, are to be sent to the SOHM. These reports are to be sent to the designated person(s) within five days of the incident correction due date. Copies are kept at the office for employees to review.

      *SLTC, CTC, and OTE are a part of a National Office Directorate. They will send their Form 301 Injury and Illness Incident Reports(s) to their SHMS Representative for on-site record keeping purposes.

   9. Employee Reporting of Hazards

      1. The recognition and control of all types of hazards encountered in the performance of official duties is critical to the safety and health of employees. Employees, including temporary, contract, and visiting employees, have the right, and are encouraged, to report all working conditions perceived to be potential safety or health hazards to their supervisor without fear of reprisal. The individual(s) reporting unsafe or unhealthy working conditions can remain anonymous, unless compelled to disclose their identity by a court of law.

      2. It is vital to self-sample for chemical and physical energy exposures, near misses, vehicle accidents/incidents, property damage, and office hazards. These incidents need to be well documented to communicate best practices or lessons learned from the incident. Employees shall immediately and report to their supervisor or union representative any incidents or other workplace hazards and provide the information necessary to complete the Hazard Reporting and Incident Investigation Worksheet (Appendix C). The supervisor or union representative will submit the Hazard Reporting and Incident Investigation Worksheet to the office SHC whom will investigate the incident(s) in a timely manner (no later than five working days).

      3. The office SHC shall submit the completed Hazard Reporting and Incident Investigation Worksheet to the office manager and union representative within 24 hours. The Hazard Reporting and Incident Investigation Worksheet shall be provided to the RSHM. Corrective action(s) dates shall be tracked on the Hazard Tracking Log (Appendix B) by the submitting office. The office manager shall ensure that employees and the union representative are notified in writing within 15 working days of the corrective actions taken or that are pending and the reason.

      4. Additional Reporting Options:

         1. Office suggestion box. The office SHC will investigate and respond appropriately to the incident(s) identified, within required timeframes. The suggestion box should be periodically checked by members of the SHC.

         2. SOHM. Reports of unsafe conditions may also be submitted to the SOHM at FieldSHMS@dol.gov. The SOHM will forward the details of the incident to the appropriate RSHM or SHMS Representative and follow its status until closure. The RSHM will report and discuss the incident with the manager of the affected OSHA office. The SOHM will work with the RSHM as necessary regarding the reported incident(s).

         3. DOL Hazard Reporting Site. Reports of unsafe conditions may also be submitted to any local manager or the Department of Labor online using DL 1-1097 Form, Reporting Unsafe and Unhealthful Conditions, located at https://usdol.sharepoint.com/sites/OASAM-OWSH/Hazard/SitePages/Home.aspx. The Office of the Assistant Secretary for Administration and Management (OASAM) Safety and Health Manager will investigate and respond appropriately to the hazard(s) identified, within required timeframes.

         4. Use of Region-specific reporting systems.

8. Hazard Prevention and Control

   1. Hazard prevention and control procedures must be reviewed and modified, as necessary, to meet the most current laws and regulations and to ensure that the best level of protection is provided.

   2. Managers are responsible for ensuring that employees comply with all safety and health rules, policies, and programs and are required to take appropriate action to prevent injury or illness to employees. Specific actions to be taken will be in accordance with existing personnel practices and regulations.

   3. PPE Requirements:

      1. All employees, including temporary, contract, and visiting employees, are required to wear required PPE as outlined below and in the SHMS Chapter 8: PPE.

         1. Prior to the start of any inspection/audit/evaluation/investigation, the employees will assess the need for PPE, which will include the review of the host employer's PPE assessment/requirements.

         2. All employees, including temporary, contract, and visiting employees, will abide by OSHA's SMHS Chapter 8: PPE or the program of the employer under inspection/audit/evaluation/investigation, whichever requires greater protection.

         3. If, during an inspection/audit/evaluation/investigation, the employee encounters a hazardous condition requiring the use of PPE not addressed by the employer's PPE hazard assessment/requirements, the employee will refer to SHMS Chapter 8: PPE and select the protective PPE for the inspection. If the PPE that is required is not available, the employee should avoid the hazardous area and contact the supervisor for direction on how to obtain the proper PPE.

      2. At least annually, managers will train and evaluate all employees for use of PPE to ensure that employees are adequately protected. The trainings and evaluations will be completed simultaneously with issuance of new PPE, On the Job Evaluations (OJEs), and On the Job Training (OJT).

9. Training

   1. The supervisor will coordinate with the RSHM/SHMS Representative to ensure that employees are trained as follows:

      1. It is recommended that new employees are provided initial OSHA SHMS training as part of an OSHA new employee orientation process before going into the field. New employee training will include all chapters of the OSHA SHMS Manual including these emergency response and preparedness plans: Continuity of Operations Plan (COOP) and Emergency Management Plan (i.e., National/Regional Emergency Management Plan). See SHMS Chapter 7: Emergency Contingency Plan for more information.

      2. All OSHA Field Personnel will receive training that includes all chapters of the OSHA SHMS Manual safety and health programs at least by December 31st of the odd calendar year (i.e., 2023, 2025, 2027, etc.). Review questions shall be included at the end of each chapter to demonstrate knowledge of the topics. The office SHC can determine how the chapter review questions will be created. Note: Safety and health programs with annual training requirements per the 29 CFR, shall be conducted annually. The office SHC shall set up the office's SHMS training schedule to ensure that all OSHA field personnel are trained on all OSHA SHMS Manual chapters.

      3. All employees will receive training on any new chapters, or chapters with substantive changes, within 30 days of publication.

      4. Employees who may encounter unique hazards associated with a particular industry or hazard (i.e., Wind Tower Climbing, Hazardous Waste Operations, and Process Safety Management) will receive specialized technical training. The OSHA SHMS is designed to be complementary to specialized technical training, per the applicability detailed within SHMS Chapter 1: Introduction.

      5. If an employee misses a SHMS training, that training should be made up within two weeks.

   2. It is encouraged that employees take safety home. OSHA personnel should understand the benefits of OSHA SHMS and how it translates to their overall safety and health.

   3. Record Keeping

      1. Records of training will be maintained for at least 5 years at the employee's assigned OSHA duty station. These records will include the names of persons trained, the type of training provided, and the dates when training occurred (see SHMS Chapter 8: PPE Appendix D).

      2. Upon request, supervisors will make training records available to the RSHM, SHMS Representative, Regional Administrator/Directorate Director, and/or SOHM.

10. Site Specific Safety and Health Programs

    The OSHA SHMS Manual shall provide guidance to all OSHA personnel to help prevent employee injuries, illnesses, and fatalities, and to develop best practices from lessons learned. Within established guidelines, Regional Administrators and National Office Directorate Directors, who abide by the OSHA SHMS, may supplement, or augment the SHMS to address the unique needs within the respective offices. The OSHA SHMS Manual, ADM 04-00-003, is the minimum requirement of implementing and maintaining SHMS. Any changes to the OSHA SHMS manual to make it site-specific (e.g., identify areas of responsibility and exceeds the requirements of the OSHA SHMS manual), do not require National Office approval, but do require notification for awareness purposes. Any changes to the Field SHMS that alters the OSHA SHMS Manual, ADM 04-00-003, require National Office approval.

    1. If an OSHA field office/unit determines the need for additional chapters and appendices for their site-specific SHMS:

       1. The field office/unit shall ensure that all site-specific safety and health programs establishes the highest level of protection for all OSHA field personnel, to include the visiting public, and must be consistent with existing rules, standards, and guidance.

       2. The field office/unit shall notify the RSHM/SHMS Representative, who will and work with their site SHC to ensure that those chapters and appendices are correctly created, adopted, and implemented.

       3. The RSHM shall notify the SOHM that an OSHA field office is adding additional chapters and appendices to their site-specific OSHA SHMS Manual. This notification is only for awareness purposes and could lead to the creation of an additional chapter or chapter appendix for the national OSHA SHMS Manual.

    2. If an OSHA office/unit/directorate proposes to make changes to the National, OSHA Safety and Health Manual, ADM 04-00-003, other than those that describe site specific roles and responsibilities:

       1. The field office/unit will submit changes to the SOHM.

       2. The SOHM will submit the proposed changes to the OSHA SHMS ESC for review and approval.

       3. The SOHM, in conjunction with the SHMS ESC, will review and respond to the Region or Directorate within 60 days of receipt of changes to policies and procedures.

Appendix A: Workplace Inspection Checklist

https://labornet.dol.gov/me/OWSH/workplace-inspection-program.htm

Appendix B: Hazard Tracking Log

APPENDIX C: Hazard Reporting and Incident Investigation Worksheet