INITIAL SAUDI GROUP FACILITIES MANAGEMENT

HSE MANUAL
DOCUMENT NO.:
ISSUE DATE:

MANDATORY INSTRUCTIONS:
The user is advised to protect this manual from misuse, abuse or carelessness or dissemination.
The user is further advised to pass all the information contained herein to his supervised and colleagues.
INTRODUCTION

This document is written to guide and demonstrate ISG Facilities practices and process involve in
HSE daily operation and the core values being practice to ensure below INITIAL SAUDI GROUP
mission statement is adhered with.

“Our mission is to provide superior added-value quality services to our clients while caring for and
building our staff capabilities by exceeding industry standards, as well as the expectations of our
shareholders and communities”

Moreover, the HSE tools found in the appendices will ensure compliance to the ISG approved
policies, procedures, processes, code of conducts, etc. required to meet the above mission
statement and corresponding metrics and KPIs.

The content may change subject to the approval and directives of ISG Chief Executive Officer
through the recommendations and review of HSE and various departments/stakeholders for the
purpose of improvement and or enhancement.

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 TABLE OF CONTENTS
SR. NO. HSE MANUAL PAGE
A Introduction A
B Table of contents B
i INITIAL Saudi Group Core Values i
ii Quality Policy ii
iii Health & Safety Policy iii
iv Environmental Policy iv
1 Purpose & Scope 1
3 Responsibilities 1
3.1 Chief Operating Officer (COO) 1
3.2 Quality, Health, Safety & Environment Manager 2
3.3 Health, Safety & Environment Officer 3
3.4 Managers and Supervisors 3
3.5 Employees 4
4 Structure 4
4.1 Framework 4
4.2 Content 4
4.3 Benefits of HSE Management System 5
4.4 Goals & Objectives 5
5 General Safety Rules & Guidelines 10
5.1 Safety Rules 10
5.2 Work Areas 12
d
5.3 Work Habits 12
5.4 Smoking 12
5.5 Clothing 12
5.6 Office Safety 13
5.7 Electrical Safety 13
5.8 Vehicle Driving General Safety Rules 14
5.9 Fall Prevention 14
5.10 Ladder Safety 15
5.11 Spillage Safety 15
5.12 Fire Safety 15
5.13 Work at Heights 16
5.14 Manual Handling 17
5.15 Lock out Tag out 18
5.16 Permit to Work 19
5.17 Chemical Safety 19
5.18 Personal Protective Equipment 19
5.19 Hot Weather Safety 20
6 Guidelines for Emergency Situations 21
6.1 Evacuation due to Fire or Other Emergencies 21
6.2 Medical Emergency 21

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I. INITIAL SAUDI GROUP CORE VALUES

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II. QUALITY POLICY

INITIAL SAUDI GROUP is committed to continually enhance its performance to meet and exceed customer
expectations through effective understanding of his requirements and implementation of the Quality
Management Systems.

INITIAL SAUDI GROUP will strive to be the leading service provider in all its divisions demonstrating
innovation and continual improvement in quality management system to ensure consistent services and
operational excellence.

Our commitment is to:

 Deliver our services with integrity, safety and assurance while demonstrating leadership in the
market with our employees taking ownership of the system and process we use.

 Fully identify and meet and exceed the expectations of our clients and customers.

 Comply with applicable statutory and regulatory requirements.

 Achieve optimum international standards through observance of qualified recognized practices

that achieve and maintain certification.

 Management will provide adequate resources, training and development needed to continually
improve the effectiveness of the Quality Management System.

 Set and monitor Quality Objectives needed to assist in the continual improvement of the Quality
Management System, as part of the Management Review Meetings.

 Ensure that quality of our products and services are fit for the purpose of our business.

 Monitor and measure the processes of our services quality.

 Implement and compliance of all policies, procedures and instructions.

 Ensure continuous improvement through effective corrective and preventive action programs that
will address and eliminate causes and potential risk.

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III. HEALTH & SAFETY POLICY

INITIAL SAUDI GROUP will strive to be the leading service provider in all its divisions demonstrating
innovation and continual improvement in quality management system to ensure consistent services and
operational excellence.

Our commitment is to:

 Deliver our services with integrity, safety and assurance while demonstrating leadership in the
market with our employees taking ownership of the system and process we use.
 Comply with all legislation enforce at the locations we operate and adopt international standards
applicable to our business services, to include certification to ISO45001:2015.
 Implement and enforce all INITIAL SAUDI GROUP policies and directives relating to Health & Safety
and continuously improve our standards throughout all business units.
 Taking a proactive approach in managing Health and safety across the business.
 Ensuring non-tolerance with abuse of substances such as alcohol & drugs within INITIAL SAUDI
GROUP within its premises and projects.
 Ensuring contractors and sub-contractors comply with INITIAL SAUDI GROUP health and safety
system throughout the period of contract.
 Undertake proactive hazard identification and risk assessment planning throughout all business
units to eliminate or minimize possible risk.
 Thoroughly and promptly investigate accidents, incidents, and near misses. Report and take
necessary corrective measures to prevent recurrence.
 Set and monitor Quality Objectives needed to assist in the continual improvement of the Quality
Management System, as part of the Management Review Meetings.
 Management will provide adequate resources, training and development needed to continually
improve the effectiveness of the Health and Safety system.
 Utilize the employees’ thoughts, suggestions and concerns for improvement of H&S system.
Reward those who participate in the improvement process.
 Management to review H&S system continuously and update for improvement to make it more
effective.
 Ensure all employees have a comprehensive understanding of health, safety and risk at workplace
by implementing the required awareness through communication, training, development and best
practices to maintain outstanding health and safety culture.

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IV. ENVIRONMENTAL POLICY

INITIAL SAUDI GROUP is committed to reducing environmental impact and continually improving our environmental
and sustainability performance by identifying and minimizing environmental risk at all our operations. We aspire to
create value for our stakeholders by meeting the needs of our customers, employees and communities where we
undertake business

Our commitment is to:

 Comply with all local and national environmental legislation and regulation. In addition to, international
standards in regard to environment and sustainability management.
 To cooperate with organizations of environmental protection, influence authorities and support special
projects in the local region to keep the economic, social, environmental and cultural situation intact.
 Set and monitor Quality Objectives needed to assist in the continual improvement of the Quality
Management System, as part of the Management Review Meetings.
 Create a culture of environmental awareness within our workspace, our clients and customers by adopting
to best practices and awareness.
 Seek LEED Green Associate certification of ISG building or the O&M of existing building where applicable
 Ensure to procure environmentally friendly products and maintain care in their use and disposal.
 Reduce, recycle waste and avoid any hazardous substances to minimize harming the environment.
 To reinforce our employees´ ecological and social sensitivity and ensure environmental sound and safe
working conditions with motivation, information and training.
 Optimize the use of resources, energy and water within our projects. Improve energy efficiency,
conservation and management by regular controls, staff training and best practices. Implementing modern
and regenerative technologies wherever reasonably possible and feasible.
 Optimize our ISG transportation, vehicle and equipment fleet carbon foot print by using of low VOC
equipment and products where applicable i.e. electrical, hybrid and low fuel consumption equipment and
transport.
 Save fresh water by an efficient management, control of consumption and examinations of the wastewater
treatment.
 Purchase products made with recycled materials as a priority.
 Ensure that all green and natural waste is disposed of according to local authority, industry standards and
strong environmental principles. Recycling equipment that is no longer of use to be treated accordingly.
 Minimize the use of paper wherever possible: for example, sending invoices and quotes via email, reuse
waste paper (from the printer) where possible, making use of the blank side for notes, recycle waste
papers.
 Avoid unnecessary travel by making use of instant messaging, video and audio conferencing, telephone
and email.
 Take into account ecological and social aspects in our relationship to suppliers and subcontractors, who
promote sound environmental practices, and strive for the most environmentally sound solutions.
 Actively pursue continual improvement in our environment management system through development of
environmental programs that set measurable and reportable objective and targets.
 Management will provide adequate resources, training and development needed to continually improve
the effectiveness of the Health and Safety system.
 Utilize the employees’ thoughts, suggestions and concerns for improvement of H&S system. Reward those
who participate in the improvement process.

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1 PURPOSE & SCOPE
The purpose and scope of this departmental manual is to set forth a coordinated approach to
addressing Training, Health & Safety and Environment Management system assessment, process
improvement and to increase the productivity within all Business units of the INITIAL SAUDI GROUP.

2 QHSE FUNCTIONAL CHART

ISG FM Chief Operating

Officer
Corporate of QHSE

NEOM FM QHSE Manager

Project QHSE FM Manager

HSE Officers Environmental Lead QA/QC Engineer

Internal Auditors Doc. Controller

3 RESPONSIBILITIES

3.1 CHIEF OPERATING OFFICER (COO)

3.1.1 Direct the HSE activities and productivity of a department. Promote Health &
Safety culture and vision in organization.
3.1.2 Delegate duties to the department personnel in accordance with their job roles
and business needs.
3.1.3 Provide & Approve resources to the department for effective implementation of
HSE System across the business.
3.1.4 Set comprehensive goals for performance and growth and evaluate HSE
performance in the business by analysing and interpreting data and metrics.
3.1.5 Ensuring practices comply with local rules and relevant occupational health and
safety policies and procedures;

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 3.1.6 Ensuring health and safety related risks are effectively identified and managed;

3.2 QUALITY HEALTH, SAFETY & ENVIRONMENT SAFETY MANAGER

3.2.1 Ensure routine health and safety activities and checks are carried out e.g. review
of all sites risk assessments with ISG and projects.
3.2.2 Investigate where appropriate, to assist operational team to investigate the
circumstances and causes of accidents and take necessary steps to prevent
recurrence.
3.2.3 Undertake other duties as appropriate, within their competence, as required by
the higher management.
3.2.4 Develop the accident / incident, near miss and employee sickness reporting
system with LTIFR (lost time injury frequency rate) targets. Include this KPI’s into
monthly scorecard.
3.2.5 Provides HSE leadership, training and operational support to all levels of the
organization and across all functional groups.
3.2.6 Ensures all HSE processes and procedures are implemented and standardized
across Initial Facilities Management Division
3.2.7 Assists in all aspects of incident investigation including verifying root cause and
approving the implementation of preventative actions
3.2.8 Ensures emergency response systems, policies and procedures are in place to
manage emergency situations.
3.2.9 Maintains current working knowledge of all applicable HSE regulations.
3.2.10 Maintains all necessary training and licensing to function as a signing authority on
all HSE matters.
3.2.11 Develop, implement and improve QHSE management systems, processes and
procedures to support business operations in accordance with ISO 9001, ISO
14001, ISO 45001
3.2.12 Communicates information on the QHSE Management System throughout the
organisation and promotes HSE awareness through various communication
channels i.e. TBT, inductions, training, campaigns, flyers, discussions, emails etc.
in consultation with all relevant departments.
3.2.13 Prepare QHSE documentation for clients/projects as per the requirements and in
consultation with the BD / Operations team.
3.2.14 Undertake QHSE inspections internally and with third parties (contractors) as per
the approved inspection program of the company. Follows up on the preventive
and / or corrective actions identified during the inspections and monitors the
timely closing of the actions in coordination with other departments.
3.2.15 Develops, facilitate and review QHSE risk assessments for routine and non-routine
activities in consultation with the operations team.
3.2.16 Record QHSE key performance indicators on a monthly basis and issue reports as
necessary. Suggest and advise changes to ensure continuous improvement on any
additional effective KPIs to be added in the system as part of continual
improvement. Develops, implements and encourages the behavioural based

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 safety culture in the organization through safe job observations and top
management inspections.
3.2.17 Support other HSE staff and contract managers as and when required.
3.2.18 Actively participate in the HSE incident investigations and prepare required
reports in consultation with management.

3.3 HEALTH, SAFETY & ENVIRONMENT OFFICER

3.3.1 Assists in carrying out inspections of ISG workplaces / housing units and projects
and takes necessary action to ensure compliance.
3.3.2 Assists in responding to and investigating concerns/complaints from workers and
helps in taking appropriate action.
3.3.3 Assists in the preparation of various reports, documents and forms to the H&S and
HSE manager.
3.3.4 Monitor progress of the health and safety Improvement Programs / Audit findings
and communicates updated status to H&S and HSE Manager.
3.3.5 Assist business unit representatives in developing safety rules and procedures for
their projects and ensure proper implementation.
3.3.6 Provide orientation to new arrival staff at all business units, in coordination with
HSE Manager.
3.3.7 Investigate accidents that have occurred within incident areas.
3.3.8 Participate in planning meetings to identify any health and safety concerns
inherent in the operations daily work plan.
3.3.9 All other duties as requested by the Senior Management.

3.4 MANAGERS & SUPERVISORS

3.4.1 Managers Supervisors are responsible for implementing the HSE Policy and the
HSE Standards in their respective work areas.
3.4.2 Put the Health and safety of themselves and subordinates on the highest priority.
3.4.3 Ensuring that employees, contractors and visitors are aware of safety procedures.
3.4.4 Targeting Zero Incident at workplace.
3.4.5 Targeting minimal impact on environment and setting up and implementing
proper discard of the waste material generated from their respective work areas.
3.4.6 Establishing that all equipment and substances used are suitable for the task and
are kept in good working condition; this includes the regular maintenance and
servicing of equipment.
3.4.7 Providing adequate training, information, instructions and supervision to ensure
that work is conducted safely.
3.4.8 Assess and identify risks proactively.
3.4.9 Taking immediate and appropriate steps to investigate and rectify any risk to
health and safety arising from the work activity.
3.4.10 Bring to attention of senior management any health and safety issue that requires
their prompt attention.

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 3.4.11 Ensuring that all accidents and 'near misses' are properly recorded and reported
to Management & HSE Dept. and corrective measures are implemented.
3.4.12 Act as safety champion for their respective work areas.

3.5 EMPLOYEES
3.5.1 All employees must take personal responsibility and co-operate in preventing
harm to themselves, others and the environment.
3.5.2 Comply with set HSE policies and procedures.
3.5.3 Promptly report any incidents or near misses in their work area to the supervisor.
3.5.4 Participate in health initiatives, health check-ups and organizational safety
initiatives.
3.5.5 Co-operate and participate in all the emergency response exercises carried out at
the location.
3.5.6 As a condition of employment, employees MUST become familiar with, observe
and obey HSE guidelines and established policies by the company and prevent
incidents while at work.

4. STRUCTURE
4.1 FRAMEWORK
INITIAL SAUDI GROUP requires that all Business units establish Quality, Health & Safety and
Environmental Management programs that will assist them to clearly understand customer and
legal requirements, ensure that all INITIAL SAUDI GROUP support services provide access and
adherence to ensure demographic, services information is available to monitor and evaluate the
local market. The HSE and legislative requirement also helps them to enhance the knowledge and
Improved Access to the new customers.

The focus of the Quality, Health & Safety and Environmental Management is to develop
companywide process improvement activities within INITIAL SAUDI GROUP. The major goals of the
HSE department is to assess, educate, and build capacity within ISG in order to provide valid and
reliable outcome data that can guide policies, decision-making, priority setting, and improve
quality in meeting the service needs of customers throughout the Kingdom.

The Sterling HSE plan for organizational excellence to set of interrelated core values, embedded
beliefs and behaviors found in high-performing organizations. They are the foundation for
integrating key business requirements within a results-oriented framework that creates a basis
for action and feedback, therefore the basic framework for Quality Improvement is based on the
Sterling Criteria.

The ISG senior management team is accountable for planning, directing, coordinating and
improving operational services across all Business units. This leadership group approves the
performance improvement plan, and reviews quality improvement activities during its regular
meeting.

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4.2 CONTENT
The HSE Management program is designed to address Occupational Health & Safety, Quality and
Environmental Performance Improvement activities regarding the following major functional
areas and important aspects of care, using a Balanced Score Card approach. Therefore; the
opportunities for improvement will be identified in the following areas:

4.2.1 CUSTOMER FOCUS

 Customer Outcomes
 Customer Satisfaction
 Improved Access to new businesses

4.2.2 FINANCIAL FOCUS

 Cost due to legal non-compliance
 Cost due to accidents, incidents & sickness
 Business risk due to operational failure

4.2.3 OPERATIONS & BUSINESS PROCESSES

 Operational Planning related to HSE for new projects
 Targeted resources to meet customer needs
 Emergency preparedness and response plans
4.2.4 HUMAN RESOURCE PROCESS
 Employees readiness for job (technicality)
 Trainings and continued learning on HSE areas
 Resources provided to perform job safely

4.3 BENEFITS OF HSE MANAGEMENT SYSTEM

Addressing quality and health & safety should not be seen as a regulatory burden: it offers
significant opportunities. Benefits can include:

 Reduced costs;
 Reduced risks;
 Lower employee absence and turnover rates;
 Fewer accidents;
 Lessened threat of legal action;
 Improved standing among suppliers and partners;
 Better reputation for corporate responsibility among investors, customers and
communities.
 Increased productivity, because employees are healthier, happier and better motivated.

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4.4 GOALS AND OBJECTIVES
4.4.1 OVERALL GOALS OF THE HSE MANAGEMENT PROGRAM
A systematic, companywide process for planning, designing, measuring, assessing and improving
HSE performance with the following components:

The move towards Plan, Do, Check, Act achieves a balance between the systems and behavioral
aspects of management. It also treats health and safety management as an integral part of good
management generally, rather than as a stand-alone system.

4.4.2 PLAN, DO, CHECK & ACT

A. PLAN
 Think about where you are now and where you need to be.
 Say what you want to achieve, who will be responsible for what, how you will
achieve your aims, and how you will measure your success. You may need to
write down this policy and your plan to deliver it.
 Decide how you will measure performance. Think about ways to do this that go
beyond looking at accident figures; look for leading indicators as well as lagging
indicators. These are also called active and reactive indicators.
 Consider fire and other emergencies. Co-operate with anyone who shares your
workplace and co-ordinate plans with them.
 Remember to plan for changes and identify any specific legal requirements that
apply to you.
B. DO
a. IDENTIFY YOUR RISK PROFILE
 Assess the risks, identify what could cause harm in the workplace, who it
could harm and how, and what you will do to manage the risk.
 Decide what the priorities are and identify the biggest risks.

b. ORGANISE YOUR ACTIVITIES TO DELIVER YOUR PLAN

 Involve workers and communicate, so that everyone is clear on what is
needed and can discuss issues – develop positive attitudes and behaviours.

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  Provide adequate resources, including competent advice where needed.

c. IMPLEMENT YOUR PLAN

 Decide on the preventive and protective measures needed and put them in
place.
 Provide the right tools and equipment to do the job and keep them
maintained.
 Train and instruct, to ensure everyone is competent to carry out their work.
 Supervise to make sure that arrangements are followed.

C. CHECK

a. MEASURE YOUR PERFORMANCE

 Make sure that your plan has been implemented – ‘paperwork’ on its own
is not a good performance measure.
 Assess how well the risks are being controlled and if you are achieving your
aims. In some circumstances formal audits may be useful.
 Investigate The Causes Of Accidents, Incidents Or Near Misses.

D. ACT
a. REVIEW YOUR PERFORMANCE
 Learn from accidents and incidents, ill-health data, errors and relevant
experience, including from other organisations.
 Revisit plans, policy documents and risk assessments to see if they need
updating.
 Take action on lessons learned, including from audit and inspection reports.

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 4.4.3 FIVE STEPS OF RISK ASSESSMENT:
A. IDENTIFY HAZARDS

INITIAL SAUDI GROUP has a duty to assess the health and safety risks faced by their
workers at ISG premises or at client projects. HSE department must systematically
check for possible physical, mental, chemical and biological hazards.

Following are the common classifications of hazards:

Physical: e.g. lifting, awkward postures, slips and trips, noise, dust, machinery,
computer equipment, etc.
Mental: e.g. excess workload, long hours, working with high-need clients, bullying,
etc. These are also called 'psychosocial' hazards, affecting mental health and
occurring within working relationships.

Chemical: e.g. asbestos, cleaning fluids, aerosols, etc.

Biological: including tuberculosis, hepatitis and other infectious diseases faced by

healthcare workers, home care staff and other healthcare professionals.

B. DECIDE WHO MAY BE HARMED

Identifying who is at risk starts with your organization’s own full-time employees
and contractors. HSE department and Ops Managers must also assess risks faced
staff, contractors, visitors, clients and other members of the public on their
premises.

Employers must review work routines in all the different locations and situations
where their staff are employed. For example:

 All Managers/Supervisors must take due account of their staff personal

safety in office and client projects.
 In a workplace different type hazards are found e.g. slips and trips from
spillages.

Employers have special duties towards the health and safety of young workers,
disabled employees, night workers, shift workers.

C. ASSESS THE RISKS AND TAKE ACTION.

This means ISG HSE department must consider how likely it is that each hazard
could cause harm. This will determine whether or not your ISG should reduce the
level of risk. Even after all precautions have been taken, some risk usually remains.

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 Employers must decide for each remaining hazard whether the risk remains high,
medium or low.

D. MAKE A RECORD OF THE FINDINGS

ISG HSE department with five or more staff are required from each division to
record in writing the main findings of the risk assessment. This record should
include details of any hazards noted in the risk assessment, and action taken to
reduce or eliminate risk.

This record provides proof that the assessment was carried out, and is used as the
basis for a later review of working practices. The risk assessment is a working
document. You should be able to read it. It should not be locked away in a
cupboard.

E. REVIEW THE RISK ASSESSMENT

A risk assessment must be kept under review in order to ensure that agreed safe
working practices continue to be applied i.e. that management's safety instructions
are respected by supervisors and line managers; and take account of any new
working practices, new machinery or more demanding work targets.

The basic rule is that employers must adapt the work to the worker. The key aims
of risk assessment are to:

 Priorities the risks – i.e. grade them in order of severity.

 Either eliminate the hazard, or reduce its severity by effective control.

The basic approach is also known as a 'hierarchy of control' because it sets out the
order in which ISG HSE department must approach risk management:

 Substitution (i.e. try a risk-free or less risky option).

 Prevention (e.g. erects a machine guard, or adds a non-slip surface to a
pathway).
 Reorganize work to reduce exposure to a risk. A basic rule is to adapt the
work to the worker. In an office, ensure chairs and display screen
equipment (DSE) are adjustable to the individual, and plan all work
involving a computer to include regular breaks. For monotonous or routine
work, introduce work variety and greater control over work. In call centers,
introduce work variety by providing work off the phones and varying the
type of calls handled.

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  As a last resort, issue Personal Protective Equipment (PPE) to all staff at risk,
and make sure they are trained in the use of this equipment, e.g.
appropriate eye protection, gloves, special clothing, footwear etc.
 Provide training in safe working systems.
 Provide information on likely hazards and how to avoid them.
 Provide social and welfare facilities, such as washing facilities for the
removal of contamination, or a rest room.

4.4.4 ACCIDENT & INCIDENT REPORTING PROCESS:

INITIAL SAUDI GROUP Staff are required to proactively report any incidents, “near misses”, actual
or potential hazards to their manager/immediate supervisor and HSE department as soon as
possible. It is also expected that staff reports incidents promptly, i.e. “First Incidence Report” on
the day the incident occurred and a comprehensive report to the HSE department within 48 hours.

 Managers/Supervisors must ensure that all staff is aware of the incident reporting
procedure and the Importance of prompt reporting of incidents.
 Incidents should be reported verbally and then in writing using an ISG Incident Report
Form.
 Managers/Supervisors must check that the Incident Report Form is fully completed.
Signing the Incident Report Form indicates that supervisors are aware of the incident,
are reasonably sure that the information is correct and are committed to an agreed
prevention action.
 Managers/ Supervisors are responsible for taking any immediate steps required
following an incident to render the area safe, and protect the health and safety of all
persons.
 All incidents involving staff/contractors are to be investigated by the
manager/supervisor in coordination with the ISG HSE department.
 The manager/supervisor must implement identified corrective &/or preventative risk
control measures. Support from HSE department maybe sought to implement risk
control measures.

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  Managers/Supervisors should also ensure that risk control measures that have been
implemented are effective and that additional hazards have not been created as a result.
The HSE department should be contacted for assistance with this if required.
 Staff must be ‘encouraged’ to report any potential hazards & near misses, in their
knowledge, however minor they maybe, in order to avert an incident or accident.

5 GENERAL SAFETY RULES & GUIDELINES

5.1 GENERAL SAFETY RULES

To ensure one’s safety, and that of one’s co-workers, following rules & guidelines, appropriate to
the specific jobs, must be observed and obeyed:

5.1.1 Safety guidelines provided in this document must be understood and practised to
ensure everyone’s safety. No one should take it lightly or ignore such guidelines.
5.1.2 Observe and practice the safety procedures established for the job.
5.1.3 5.3. Report to work well rested and physically fit to be able to give full attention to
your job.
5.1.4 Persons with physical or mental impairment will not be assigned to tasks where
their impairment has a potential to endanger themselves or others.
5.1.5 No person shall be permitted to remain on the premises if their ability to work is
so affected by alcohol, drugs (prescription or non-prescription) or other substance,
so as to endanger their health & safety or that of any other person.
5.1.6 Persons working alone shall be required to check-in regularly with supervisor to
ensure that their well-being is maintained.
5.1.7 Inappropriate behaviour, such as horseplay, fighting and practical jokes are
extremely dangerous and will not be tolerated.
5.1.8 Any unsafe conditions which are encountered shall be corrected or reported to the
Supervisor and/or HSE Department.
5.1.9 Do not operate any machinery or equipment if it is known to be in an unsafe
condition.
5.1.10 Machinery and equipment, including vehicles, are only to be operated by qualified
persons and then only when adequately trained in the use of the equipment and
authorized to operate it.
5.1.11 Unsafe Acts will be reported to supervisor &/or HSE department.
5.1.12 Appropriate Personal Protective Equipment (PPE) must be worn when performing
specific duties that require its use to ensure worker safety.
5.1.13 Selection of the correct PPE may require assistance; guidance from superior &/or
HSE Department may be sought.
5.1.14 Persons refusing to wear PPE will be subject to disciplinary action.
5.1.15 In case of sickness or injury, no matter how slight, report at once to your supervisor.
Under no circumstances should an employee treat his own or someone else’s
injuries without First Aid training.
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 5.1.16 Do not wear loose clothing or jewellery when working near or around machinery
as they may get caught in moving equipment and cause a serious injury.
5.1.17 Do not block aisles, exits, firefighting equipment, electric lighting or power panel,
valves, etc. Fire Doors and Aisles must be kept clear at ALL TIMES!
5.1.18 5.18. Ensure work area is kept clean. Any spilt liquid, lubricant etc. must
immediately be cleaned & wiped dry.
5.1.19 Use of compressed air must be restricted only to the job for which it is intended.
Do not clean your clothes with it, and do not fool around with it.
5.1.20 Observe “NO SMOKING” regulations.
5.1.21 Shut down your machine and ensure emergency shut off switch is applied before
cleaning, repairing, or leaving.
5.1.22 Do not tamper with electric controls or switches. This is the job for a trained
professional.
5.1.23 Do not operate machines or equipment unless you have been properly trained and
authorized to do so by your supervisor.
5.1.24 Use designated passages when moving from one place to another; never take
hazardous shortcuts (i.e., between moving equipment or across roadways).
5.1.25 Lift properly—use your leg muscles, not your back muscles. For heavier loads, ask
for assistance.
5.1.26 Ensure machine guards are in their intended places.
5.1.27 Do not throw objects.
5.1.28 Wear Safety shoes i.e. with steel toe & rubber soles; and appropriate clothing.
5.1.29 Dispose trash and unused paper in proper containers.

5.2 WORK AREAS

5.2.1 Work areas must be kept clean and in order at all times.
5.2.2 6.2. Materials and supplies must be stored carefully. This will eliminate them falling
on someone or resulting in a tripping hazard.
5.2.3 6.3. Chemicals, solvents, Flammable and highly combustible materials must be in
appropriate safety containers and properly labelled.
5.2.4 6.4. Trash receptacles will be checked & emptied regularly throughout the day.
5.2.5 6.5. Excess water on the floor or other spills should be removed as soon as possible.

5.3 WORK HABITS

5.3.1 Work areas must be kept clean and in order at all times.
5.3.2 Materials and supplies must be stored carefully. This will eliminate them falling on
someone or resulting in a tripping hazard.
5.3.3 Chemicals, solvents, Flammable and highly combustible materials must be in
appropriate safety containers and properly labelled.
5.3.4 Trash receptacles will be checked & emptied regularly throughout the day.
5.3.5 Excess water on the floor or other spills should be removed as soon as possible.

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 5.4 SMOKING

First of all, it is advised to quit Smoking all together and is always discouraged as it has no benefits,
is hazardous to health and is known to cause serious Heart & Lung Diseases.

However, Smoking in unauthorized areas is a serious offense. Since most fires are caused by
carelessly flicking the ash and haphazardly throwing lit cigarette butts on the floor. Smoking
regulations must strictly be adhered to in order to ensure the safety of oneself, of fellow co-
workers and the company.

5.4.1 Smoking is permitted only at designated “Smoking Areas”. These are clearly
marked throughout the building. Smoking is strictly not allowed in any other area.
5.4.2 Ashtrays must be provided is “Smoking Areas” and must be equipped with
appropriate type of Fire Extinguisher.

5.5 CLOTHING

5.5.1 The HSE department designates which jobs and work areas require safety shoes.
Under no circumstances will an employee be permitted to work wearing any other
footwear.
5.5.2 All employees must wear appropriate clothing and shoes for work activities. If
special garments are assigned, these must be worn when required.
5.5.3 Safety shoes must be worn as required by job specification.
5.5.4 Do not wear loose or dangling jewellery, key chains, or other metals when working
on or near machines.

5.6 OFFICE SAFETY

5.6.1 Reduce the risk of a slip or trip by keeping your work area clean and orderly. Clean
up spills as soon as they happen. The carpet must be properly fitted and intact.
Use non-skid floor mats.
5.6.2 Electrical cords used for projectors, or other equipment, must be placed in a cord
guard before laying the cord on the floor in an open area.
5.6.3 Coffee pots, microwaves, or other appliances used in the workplace must be
maintained in good working order.
5.6.4 Secure filing cabinets and storage racks to be used for storage of office records and
confidential documents and locked where necessary.
5.6.5 Store sharp and pointed objects safely and do not reach for them without looking.
Use paper cutters safely. Keep fingers away from blades and only cut a small stack
of paper at a time.
5.6.6 Observe all warning labels on office machines.

5.7 ELECTRICAL SAFETY

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 5.7.1 All electrical work will be performed by a trained professional. Only authorized
personnel are permitted to repair, adjust, test, or service electrical equipment.
5.7.2 Governmental codes regulate these requirements and impose strict guidelines to
follow in the area of electrical safety.
5.7.3 Refrain from bringing in or using personal portable electrical equipment such as
radios, heaters, etc. The responsible supervisor must approve such equipment
prior to it being used on company property.
5.7.4 Before work begins, check to see that all electrical equipment/tools are in safe
condition. If staff has any concerns regarding the safety of the equipment, notify
his supervisor immediately and have the equipment/tool checked by the
maintenance department.
5.7.5 11.5 Before plugging in and using electrical equipment, inspect it for the following;
5.7.5.1 Check voltage of equipment.
5.7.5.2 Ensure correct plugs are used for available sockets.
5.7.5.3 Make sure there is an attached electrical inspection label dated within the
past six months.
5.7.5.4 Ascertain that the electrical cord is free of cuts or abrasions through the
outer insulation.
5.7.5.5 Check for evidence of loose or visually damaged parts, switches, shielding,
nuts, bolts, etc. Report any of these defects to your supervisor.
5.7.5.6 Inspect the receptacle before plugging in electrical cord. Check for burn
marks, cracks, broken insulation, missing cover plate, or other noticeable
defects. Notify your supervisor immediately, and do not use the equipment
if you find any of these faults.
5.7.5.7 Upon insertion of the plug, if the receptacle is discovered to be loose,
immediately disconnect the plug and report the situation to your
supervisor.

5.8 VEHICLE DRIVING GENERAL SAFETY RULES

Following are general safety rules & guidelines:

5.8.1 All vehicle damage and work related injuries must be reported immediately to
supervisor.
5.8.2 Site Safety Rules must be followed at all times.
5.8.3 Any known or potential safety issues must be reported to supervisor immediately.
5.8.4 Report all near misses.
5.8.5 A complete pre-trip vehicle safety inspection must take place and any deficiencies
identified must be corrected before the vehicle is placed in service.
5.8.6 Seatbelts are required to be used at all times when seated inside the vehicle.
5.8.7 Passengers must be not allowed to ride ON the vehicle.
5.8.8 “Rules of the road” must be obeyed at all times.
5.8.9 The driver must be present during refuelling operations if applicable.

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 5.8.10 Operators/drivers must use “three-point contact” whenever mounting or
dismounting from the cab or trailer.
5.8.11 A minimum of four (4) seconds following distance will be maintained under normal
driving conditions. Under adverse driving conditions, the eight (8) second rule will
apply.
5.8.12 Use of Cellular phones is NOT allowed while driving. Pull over safely to the side of
the road if there is a need to use a cellular phone. (Company Policy)
5.8.13 Drivers are required to wear official clothing. Shoes must be worn while driving and
have a heel to assist in mounting or dismounting equipment.
5.8.14 Jumping from the vehicle is not permitted.

FAILURE TO COMPLY WITH THESE RULES WILL RESULT IN DISCIPLINARY ACTIONS.

5.9 FALL PREVENTION

Falls are common workplace injuries, and finding more ways to prevent them from occurring is
needed.

To prevent injuries related to falls:

5.9.1 Employees should be trained on the proper use of equipment especially harnesses,
ropes, ladders and scaffolding.
5.9.2 Equipment should be checked for damages before every use.
5.9.3 Employees must be cautious when ascending or descending, and to remove any
items blocking their path. 14.4 Ensure adequate lighting available before entering
any area.
5.9.4 Any repairs to climbing equipment, stairways, or light fixtures should be treated
immediately.
5.9.5 The best way to practice safety and prevent falling at work is to spot a hazardous
situation & report them immediately.

5.10 LADDER SAFETY

5.10.1 While using, fully open a stepladder and lock the braces.
5.10.2 Never use a metal ladder near live electrical sources.
5.10.3 When setting up a ladder, make sure the ground is level and stable. Do not set up
the ladder on a muddy or soft surface, or you may find yourself falling. Do not use
bricks or other material to raise the height of the ladder. If it is not tall enough, you
are using the wrong ladder.
5.10.4 Climb only as high as the ladder is designed for. Never climb past the point where
your hips are even with the top of the ladder.

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 5.10.5 When using extension ladders, abide by the 1:4 rule. This means if you are using a
12-foot ladder, the base should be three feet from the structure.
5.10.6 Always face the ladder when ascending or Descending, and have both hands free
to grasp it securely. If you need tools, carry them in a tool belt or pull them up with
a rope after you have reached your desired height.
5.10.7 Never allow more than one person on a ladder, and don't let anyone stand below
you where you can drop something on him or her.
5.10.8 Heed all warnings and cautions from the manufacturer. These can be found on
yellow or orange safety labels on the side of the ladder.

5.11 SPILLAGE SAFETY

5.11.1 From the moment spills occur and throughout the response, determine the risks
that may affect human health, the environment, and property. Always put safety
FIRST.
5.11.2 If spillage occurs at site identify the spilled material, and determine how much was
spilled.
5.11.3 Isolate the area with warning tape and clean up spillage immediately.
5.11.4 Choose the appropriate PPE to safely respond to the spill. Consult Material Safety
Data Sheets (MSDS) and literature for the chemical.
5.11.5 If you are uncertain of the danger and the material is unknown, assume the worst
and use the highest level of protection.
5.11.6 Unused absorbents are not hazardous. However once the absorbents are saturated
with oils, solvent, etc., they may be considered hazardous waste and should be
disposed of properly.

5.12 FIRE SAFETY

Following are the steps to be taken in case of fire:

5.12.1 Sound the alarm and call the Site Crisis Management team at the scene.
5.12.2 Only attempt to fight the fire if it is small (no larger than a waste paper basket) and
you have the correct equipment to handle it.
5.12.3 Call fire brigade (998) no matter how small the fire is.
5.12.4 Leave the area, closing doors as you go as this will help limit the spread of fire and
smoke.
5.12.5 If smoke is present, crawl low as the air will be clearer near the floor.
5.12.6 Before opening any door, use the back of your hand to test for heat on the door
surface. A burn to the back of the hand is less incapacitating than one to the palm.
If the door is cool, open it cautiously.
5.12.7 Once outside the building, go to the designated Assembly meeting point and wait
until your name has been noted and you are given further directions.

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 5.13WORK AT HEIGHTS
Falls are the leading cause of workplace fatalities. Falling from 6 feet (1.8 meters) or above height
could be fatal.

Following are the general safety rules for working at height.

5.13.1 All employees and contractors who involve working at height at 6 feet (1.8 meter)
or above within the workplace must select guardrail scaffolding, personnel fall
arrest or safety cage with proper PPE.
5.13.2 If a contractor is required to work at height, a Permit to work (PTW) must be
completed and signed by the contractor and Site management, identifying
Hazards and safe procedure to perform the job.
5.13.3 Consider the hazards posed to persons below and working within the near
vicinity.
5.13.4 While a task is being under taken it is important to ensure work can be
performing safely at all times.
5.13.5 All PPE, Safety cage, and Forklift must be inspected before stating the job. Health
condition of the employees involved is to be verified.
5.13.6 Remove those cages declared unfit for use during audits from the operational
area and carry out the alterations required if any as suggested by the safety
auditors.
5.13.7 An adequate work platform or Safety cage to be used having minimum guard rail
of 4 feet around it with an opening door.
5.13.8 Ensure that the safety cage is secured to the forklift mast from 2 sides instead of
only one side.
5.13.9 Sometimes guardrails are not enough and the serious danger of falling still
occurs. In this case anyone who boards the cage must wear Body Harness in a
proper way and secure themselves by using the safety hook provided to the Cage.
5.13.10 Worker must ensure that the harness is adjusted to fit properly and is rated for
his weight. PPE e.g. Hi-Vis, Safety shoes and hard hat will be used during the task.
5.13.11 Don’t put your hand on mast or any other part of the forklift.
5.13.12 While picking the goods, People on Board the safety cages must not bend
excessively over the guard rail. Maintain your balance inside the safety cage.
5.13.13 Forklift operators must exercise extreme caution while manoeuvring with safety
cages with people on board as the responsibility lies with him for safe operation.
5.13.14 If found any hazards condition report immediately to your supervisor.
5.13.15 Site Managers/Controller/Supervisor must stop the activity if they witness any
unsafe practice while operating through the Safety cages and take immediate
corrective action to ensure safety.
5.13.16 Violators repeating such mistakes must be asked to leave the site immediately
and reported to the Management for further action.

5.14 MANUAL HANDLING

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 The term manual handling covers a wide variety of activities including lifting, lowering, pushing,
pulling, carrying and moving. If any of these tasks are not carried out appropriately there is a risk
of injury.

Following are general rules related to Manual Handling:

5.14.1 Manual handling causes over a third of all workplace injuries. These includes work
related Musculoskeletal Disorders (MSDs) such as pain and injuries to arm, legs
and joints.
5.14.2 Light loads can still be a problem if, for example they are lifted incorrectly or if
they are lifted in an environment that is unsafe.
5.14.3 Think before lifting/handling. Plan the lift. Can handling aids be used? Where is
the load going to be placed? Will help be needed with the load?
5.14.4 Remove obstructions. Such as discarded wrapping materials. For a long lift,
consider resting the load midway on a table or bench to change grip.
5.14.5 Adopt a stable position. The feet should be apart with one leg slightly forward to
maintain balance (alongside the load, if it is on the ground). Be prepared to move
your feet during the lift to maintain your stability. Avoid tight clothing or
unsuitable footwear, which may make this difficult.
5.14.6 Start in a good posture. At the start of lifting, bend on the knees not the hips or
back. Bending your knees allows you to lift with your legs and not your back.
5.14.7 Get a good hold. Where possible, the load should be hugged as close as possible
to the body. Before lifting, ensure you have a good handgrip. If the load does start
slip, let it go, as catching it will put an enormous strain on your back.
5.14.8 Don’t flex the back any further while lifting. This can happen if the legs begin to
straighten before starting to raise the load.
5.14.9 Keep the load close to the waist. Keep the load close to the body for as long as
possible while lifting. Keep the heaviest side of the load next to the body. If a close
approach to the load is not possible, try to slide it towards the body before
attempting to lift it.
5.14.10 Avoid twisting the back or leaning sideways, especially while the back is bent.
Shoulders should be kept level and facing in the same direction as the hips.
Turning by moving the feet is better than twisting and lifting at the same time.
5.14.11 Keep the head up when handling. Look ahead, not down at the load, once it has
been held securely.
5.14.12 Move smoothly. The load should not be jerked or snatched as this can make it
harder to keep control and can increase the risk of injury.
5.14.13 Don’t lift or handle more than can be easily managed. There is a difference
between what people can lift and what they can safely lift. If in doubt, seek advice
or get help.
5.14.14 Put down, and then adjust. When lowering the load, again bend the knees.
Otherwise you can put unnecessary strain on your back. If repositioning of the
load is necessary, put it down first, and then slide it into the desired position.

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 5.15 LOCKOUT TAG-OUT (LOTO)
Lock out/Tag out is a safety procedure critical for the service and maintenance of machinery or
electrical systems in cases where employees could be hurt by the unexpected start up, or
energization of the equipment.

It applies to all energy sources including mechanical, hydraulic, pneumatic equipment & devices
where maintenance, repairing, cleaning, servicing, adjusting, or setting up operations is scheduled.

5.15.1 An effective Lockout/Tag out program can help protect workers by ensuring that
machines and circuits are properly shut off (or de-energized) and not turned on
(energized) again until the work is completed.
5.15.2 Authorized employee will perform lock out/tag out as Described in this procedure.
All employees are required to comply with the restrictions and limitations
imposed upon them during the use of lockout.
5.15.3 No employee will attempt to start, energize or use any machine or equipment that
is locked out.
5.15.4 Notify all affected employees that the machine or equipment is to be shut down
and locked out for service or maintenance.
5.15.5 Shut down the machine or equipment by the normal stopping procedure (such as
pressing a stop button, closing switches & valves).
5.15.6 Make sure the equipment is disconnected from the energy sources completely by
using the appropriate energy-isolating devices and stored and residual energy has
been made safe.
5.15.7 Lock out the energy isolating devices with assigned lock(s) and tag showing the
type of work in progress and its magnitude.
5.15.8 Authorized employee will keep the Lock key till completion of the job.
5.15.9 The Machine or Equipment Is Now Locked Out.
5.15.10 Restore the machine or equipment to service after the service or maintenance is
completed and the machine or equipment is ready to return to its normal
operating condition by doing the following steps:
5.15.10.1 Check the machine or equipment and the immediate area around it
to make sure all non-essential items have been removed and that the
machine or equipment is in operating condition and ready to energize.
5.15.10.2 Make sure all employees are safely positioned for starting or
energizing the machine or equipment.
5.15.10.3 Verify that the controls are in neutral.
5.15.10.4 Remove the lockout devices and re-energize the machine or
equipment.
5.15.10.5 Notify affected employees that the servicing or maintenance is
completed and the machine or equipment is ready to use.
5.15.10.6 Maintain the Lock out Tag out activities record.

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 5.16 PERMIT TO WORK

5.16.1 Permit to work are an important means of fulfilling HSE requirement of our
employees and contractors safety.
5.16.2 Non routine work such as maintenance, cleaning, equipment installation and
refurbishment can produce health and safety risks. To control these risks “Permit
to Work” are being used.
5.16.3 Maintenance Supervisor/HSE Representative will identify/consider all hazards
related to that job and posed to persons below or working within the near vicinity.
5.16.4 Maintenance Supervisor/HSE Representative will complete the PTW Form with the
help of Contractor.
5.16.5 Maintenance Supervisor/HSE Representative will brief the contractor about site
safety rules, necessary precautions, PPE and also make sure the proper tools will
be used.
5.16.6 While a task is being under taken it is important to ensure work can be performing
safely at all times.
5.16.7 Site Manager will approve and Contractor will accept the PTW form by signing on
it.
5.16.8 After completion of the job Contractor will inform the Site Manager and the both
parties will sign on it to close the PTW.

5.17 CHEMICAL SAFETY

5.17.1 For minor spills, clean the spills or leaks with absorbent materials and put the
contaminated materials in a hazardous waste bin.
5.17.2 Then identify the type of chemical or oil spilled in the area and determine the
source of all spills or leaks.
5.17.3 Use appropriate protections in handling spilled chemicals or oils and stop of source
of spills.

5.18 PERSONAL PROTECTIVE EQUIPMENT

Personal Protective Equipment, or PPE, is defined as “Special or purpose made equipment
designed to be used by personnel to protect themselves against work related hazards, which
endanger their health & safety.”

Personal Protective Equipment cannot be a substitute for effective engineering controls, safe
working conditions or sound work practices; it is the last resort. PPE only PROTECTS workers from
injuries and it does NOT prevent incidents.

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 5.18.1 Division Manager shall ensure that selection of adequate PPE is based on the
following criteria:
5.18.1.1 Types of hazards identified in an activity i.e. Hard Hats at a construction
site, Ear Plugs or Ear Muffs at areas with high noise etc.
5.18.1.2 It fits the personnel i.e. correct size of equipment.
5.18.1.3 Provides protection against risk/s without leading to any increased risk
in itself.
5.18.2 Division Manager shall arrange replacement of any defective PPE due to normal
work usage and wear & tear. Normal wear and tear shall include the period of
effective use specified by the manufacturer and requirements of basic hygiene
standards.
5.18.3 Division Managers will ensure all PPE are in good working condition. Damaged or
faulty equipment must be replaced immediately. Records must be maintained for
all PPE.
5.18.4 Project Supervisor will be responsible for ensuring:

5.18.4.1 Staff is equipped with adequate PPE required for the particular activity
and environment of the work.
5.18.4.2 Staff is trained in the inspection, use and proper storage of the PPE.
5.18.4.3 Supervisor will routinely perform on-site & off-site briefings for his staff
about the importance of wearing appropriate PPE for the task at hand.
5.18.4.4 Supervisor will routinely perform inspections of PPE being used by his
staff for any faults or damage to the equipment.
5.18.4.5 If, due to any reason, appropriate PPE is expired, damaged, faulty or not
available; supervisor will inform his superior/s of the situation; and if
necessary, Supervisor will stop the work until such time appropriate PPE
is made available.

5.18.5 All employees will wear appropriate PPE issued to them, at all times, while
performing their duties. Supervisor must ensure strict disciplinary action against
non-complying employees.
5.18.6 PPEs and necessary training on how to use the equipment will be provided by the
employer.
5.18.7 It is the responsibility of every individual staff to:

5.18.7.1 Ensure the safe keeping of all PPE issued to them.

5.18.7.2 Immediately inform the supervisor of any damage, fault or defect of the
PPE to arrange for repair or replacement, which ever may be deemed
fit.

5.18.8 All PPE which have been issued and are in use must be inspected on periodical
basis.
5.18.9 All PPE have an expiry date; which is mentioned by the manufacturer. Therefore,
equipment which are close to, or have passed their expiry date, must immediately
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 be decommissioned & replaced. Records of PPE must be maintained by issuing
authority.

5.19 HOT WEATHER SAFETY

Extreme heat happens when temperature is much hotter and/or there is more humidity than
normal.

5.19.1 Drink plenty of water during the day; don’t wait until you are thirsty! Drink between
2 to 4 glasses of water every hour while working outdoors.
5.19.2 Avoid drinks with caffeine or large amount of sugar.
5.19.3 Wear light coloured and loose fitting clothing, sun glasses & cap in the sun.
5.19.4 Get medical help if symptoms of Heat Exhaustion and Heat Stroke appear.

6 GUIDELINES FOR EMERGENCY SITUATIONS

Follow the below guidelines in case of emergency situations to stay safe and to prevent any injury.

 Stay calm and follow the guidelines, ·

 Know the emergency contact numbers (Annexure II), ·
 Know where the emergency exits are located and use the closest exit, ·
 In the event of any emergency, do not take elevators, use the stairs and ·
 Do not hesitate to call/alert safety committee members if you believe that an
emergency is occurring.

6.1 SIT EVACUATION. DUE TO FIRE OR OTHER EMERGENCIES

6.1.1 Employees will be notified of a fire or other emergency either by the fire alarm
system or by a public-address system.
6.1.2 Upon notification, employees should immediately evacuate the building using the
closest stairs. Never use elevators in case of fire.
6.1.3 Immediately after exit from the facility assemble near the designated assembly
point for headcount. Each manager will complete the headcount as per present
employee attendance.
6.1.4 The employees should resume to work only after the clearance from the site in-
charge or safety committee member.

6.2 MEDICAL EMERGENCY

6.2.1 Upon discovering a medical emergency, call relevant emergency contact no.
6.2.2 Call the relevant Location Admin officer / Manager and report the nature of the
medical emergency and location.
6.2.3 The affected person should be taken immediately to nearest medical care facility
for the further treatment.
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 6.2.4 Maintain first aid kit in each location.

-END-

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