SUPERVISORY

RESPONSIBILITIES
Presented By
The
Office Of Risk Management
 COURSE OBJECTIVES

 Identify supervisory responsibilities

 Indicate HOW to comply

 Show HOW to document

 SUPERVISORY
RESPONSIBILITIES INCLUDE:
 Conducting safety meetings
 Conducting Incident/Accident investigations
 Assisting in the development/implementation of
JSAs
 Maintaining both equipment and the workplace
 Establishing work methods & providing training
 Supervising employees in the
performance of tasks
 SAFETY MEETINGS
Purpose of Safety Meetings

 Establish Communication
 Promote safety awareness
 Motivate employees
 Sharing ideas
 Discuss safety standards
 Demonstrate management’s concern
SAFETY MEETING OBJECTIVES

 Change unsafe acts and/or unsafe

conditions
 Provide information
 Introduce new materials, equipment, or
processes
 Report of past injury experience
 To conduct policy orientation
 FREQUENCY

 Class “A” agencies

must conduct Safety
Meetings at least monthly

 Class “B” agencies

must conduct Safety
Meetings at least quarterly
 SELECTING A TOPIC

The first question to ask before holding a

safety meeting is:

“ What’s the Subject

going to be? “
 SAFETY MEETING TOPICS

 Recent accidents (or high frequency)

 High risk jobs
 New equipment or processes
 Observed unsafe acts by employees
 Motivational subjects
 Emergency preparedness
SAFETY MEETING TOPICS (cont)

 Bloodborne Pathogens
 Fire Safety

 Ergonomics
 Safe Lifting

 Safety Rules (required annually)

 MEETING OR TRAINING?

 Safety Meeting
 Excludes NO employee or group
 Applies to all attendees
 Educates on the “What” & “Why”

 Safety Training
 Educates on the “what, why AND HOW”
 Produces job-related skills/abilities
 Usually “performance” based; task-specific;
and observable/measurable
SAFETY MEETING REFERENCES
 ORM Video Library

Public Libraries

 Internet

 Newsletters

 Outside speakers
PLANNING THE MEETING

 Type of meeting

 Visual aids

 Location

 Date and Time

CONDUCTING THE MEETING

Maintain order & control

Promote discussion/suggestions

Encourage participation
 QUESTIONING

 Types of Questions

 Direct

 Reflective

 Open
 SUGGESTIONS FOR
QUESTIONING

 Challenge the group

 Questions should be clear and concise
 Concentrate on one idea/main topic
 Avoid repetition
 Allow only one response at a time
 Commend good answers
DOCUMENTING THE MEETING

 Date  Topic

 Instructor  Aids used

 Employee’s signatures

 Attendance
Percentage
 ATTENDANCE

 Minimum 75% per meeting

Strive for 100%

 Mandate attendance from all employees

 100% attendance required from
Dept/Agency head
 ATTENDANCE

 For Absent Employees:

 Forward the relevant information

 Discuss the topic
 Provide opportunity to ask questions
 Document
COMMUNICATION

IS PART OF

IMPLEMENTATION
INCIDENT/ACCIDENT

INVESTIGATIONS
 WHEN TO CONDUCT AN
INVESTIGATION?

An investigation must be conducted for any

incident/accident.

Includes employees, non-employees, and

property
 INVESTIGATIONS

Supervisor over work area is primarily

responsible for conducting the investigation
Includes:
 General Information  Corrective Action

 Root Cause  Documentation

 Written Statements
In most cases, incidents / accidents do not
just happen;

THEY ARE CAUSED.

The Incident / Accident Reporting Form is a

tool to assist in determining the causes and
procedures to prevent the recurrence of
similar incidents.

DA 2000 & DA 3000

 JOB

SAFETY

ANALYSIS
 WHAT IS A JSA?

 Breaks a job/task into steps

 Identifies safety hazards

 Develops safe procedures

 Developing a JSA
JOB: DATE:
Removing items from the upper shelves in the store room July 26, 2002

TITLE OF PERSON WHO DOES JOB:

All employees

DEPARTMENT: LOCATION: REVIEWED BY:

Minden Service Office 202 Miller Street, Minden Mr. Jay Boss

REQUIRED AND/OR RECOMMENDED

PERSONAL PROTECTIVE EQUIPMENT: NONE
 Developing a JSA
SEQUENCE OF JOB STEPS POTENTIAL HAZARDS SAFE JOB PROCEDURE

1. Place the ladder in 1. Drops the ladder 1. Make sure base of

proper position ladder is stable. Get some-
one to hold the ladder to
insure stability
2. Step up on ladder 2. Falls from the ladder 2. Maintain balance by
holding onto back of
ladder. Step up on
ladder one rung at a
time.
3. Retrieve item from 3. Slipping from ladder 3. Maintain firm grip on
stock shelf Dropping stock item ladder while
reaching item with
other hand. Do not
over extend reach.
4. Step down from ladder 4. Slipping or falling 4. Step down slowly. If
from ladder necessary hand item
to another person.
Move down one
rung at a time.
Maintain balance.
 WHEN ARE JSAs PERFORMED?

On all jobs/tasks that have resulted

in a trend, death, or a change in job
procedure or equipment.
 SUPERVISORS & JSAs

 Ensure JSAs are developed or revised

 Use as a training aid

 Follow-up analysis

 Incident/accident investigation tool

RECORDING KEEPING

 Maintain in work area

 Document their use

Inspections
 Inspections
 Maintain a safe work
environment & correct
unsafe actions
 Maintain operational
efficiency
Written Component

• Included in operational safety

plan/manual
• Procedures to:
– Identify & Correct Hazards
• Good housekeeping safety
rules
 Frequency

• Class “ A ”
– At least monthly

• Class “ B ”
– At least quarterly
The “Inspection Effect”

• Measures employee’s safety

performance
• Reinforces importance of safety &
management’s commitment
• Encourages employees
Documentation

• Written inspection report

• Should include:
– Person & Date
– Concerns identified
– Corrective action
– Building/Area inspected
Documentation cont’d

• Checklist recommended
– Systematic
– Site-specific
• Revise as needed to fit your
location
 Types of Hazards
• Building Safety
• Office Safety
• Fire Safety
• Electrical Safety
• Emergency Equipment
• Storage Methods
FIRE EXTINGUISHERS
Fire / Fuel Classes
Markings
 TYPES OF FIRE
CONTROL VALVES
 Hazard Control Logs or
other acceptable method
• Location:
– Posted in the workplace
– Provide all employees access
• Purpose:
– Employees can report unsafe
conditions
Hazard Control Log
Hazard Control Logs
Cont’d
• Implementation:
– Train employees
– Review routinely
– Maintain on file (at least three years)
Hazard Control Log Responsibilities

• All employees utilize HCL

• Supervisor or Safety Officer:
– Checks HCL
– Takes temporary control
– Report to next level, if uncontrolled
Corrective Action
• Appropriate
• Expeditious
• Effective
– Accident/Incident Frequency Reduction
– Accident/Incident Severity Reduction
Corrective Action Cont’d

• Immediate (if possible)

– If longer than 30 days:
• Forward Hazard Control Log to:
– Department Head
– Agency Head
– ORM Loss Prevention Unit-BR
Record-keeping
• Inspection Reports
• State Fire Marshal
Reports
• Hazard Control Logs
– At least three years or,
– Until all hazards are
corrected, whichever is
longer
 Self-Check

• Do you have a procedure?

• Are hazard control logs posted
and used?
• Do you have documentation of
implementation?
• Is it site-specific?
• Is corrective action taken,
documented, and effective?
 TRAINING
SAFETY AND TASK
TRAINING
WHY CONDUCT TRAINING?

To provide a systematic method of

teaching employees to perform the
required tasks in a safe and efficient
manner.
 OBJECTIVES
 To teach employees hazard recognition
and methods of corrective action
 To teach accident causes, occupational
health hazards, and accident prevention
 To involve employees in accident
prevention methods
 To motivate employees to accept their
safety responsibilities
 RECOMMENDED TOPICS

 Safety Program Objectives

 Hazard Recognition and Control
 Emergency First Aid Procedures
 Emergency Response Procedures
 Personal Protective Equipment
 Material Handling
 RECOMMENDED TOPICS

 Slips, Trips, and Falls

 Unsafe Environmental Conditions
 Good Housekeeping Practices
 Work from Elevations/Use of Ladders
 Safe Vehicle Operation
 Specific Job Tasks
 TRAINING INCLUDES

 Instruction on correct procedures

 Use of safety equipment
 Availability of assistance
 Follow-up
 LESSON PLANNING
 Topic / Title

 Objectives

 Estimated Time of Instruction

 Materials

 What the Instructor Will Do

 LESSON PLANNING

 What the Employee Will Do

 Evaluation

 Assignment

 Documentation
WHEN SHOULD WE PROVIDE
REFRESHER TRAINING?

 When accidents occur

WHEN SHOULD WE PROVIDE
REFRESHER TRAINING?

 When accidents occur

 When task/equipment changes

WHEN SHOULD WE PROVIDE
REFRESHER TRAINING?

 When accidents occur

 When task/equipment changes

 Improved method of performing

WHEN SHOULD WE PROVIDE
REFRESHER TRAINING?

 When accidents occur

 When task/equipment changes

 Improved method of performing

 Observe employees not performing

correctly
 ARE THE SUPERVISOR’S
RESPONSIBLITIES COMPLETE
WHEN THE TRAINING IS OVER?
 SUPERVISOR’S SUPERVISING

Supervisors should, as part of their

responsibilities observe employees performing
their tasks.

 Are they performing the tasks properly

 Are they performing in accordance with
safety procedures
 Are they using the proper PPE
SHOULD SUPERVISORS BE
TRAINED?

ABSOLUTELY !!!!
 SAFETY TRAINING FOR
SUPERVISORS
The immediate job of
preventing accidents and
controlling work hazards falls
upon the supervisors because
safety and production are
part of the supervisory
function.
 SUPERVISOR TRAINING
OBJECTIVES

 To involve supervisors in the agency’s

accident prevention program.
 To establish the supervisor as the key
safety person in each unit.
 To help supervisors understand their
safety responsibilities.
 SUPERVISOR TRAINING
OBJECTIVES
 To provide supervisors with information
on causes of accidents and occupational
health hazards and methods of
prevention.

 To help supervisors gain skill in accident

prevention activities.
SUGGESTED SAFETY TOPICS
FOR SUPERVISORS

 Safety and the Supervisor

 Know Your Accident Problems
 Human Relations
 Maintaining Interest in Safety
 Instructing for Safety
 Industrial Hygiene
 Continued

 Personal Protective Equipment

 Industrial Housekeeping
 Material Handling and Storage
 Guarding Machines and Mechanisms
 Hand and Portable Power Tools
 Emergency Preparedness
CONDUCTING SUPERVISORY
TRAINING

 Select the training topic based on

priority

 Develop the lesson plan

 TRAINING

TRAINING
TRAINING
FOR

EVERYONE
QUESTIONS?
 POST TEST
1. What are the supervisory responsibilities?
2. Training should be consistent? T or F
3. Inspections are to be completed two times
per year. T or F
4. Lesson plans are of little value? T or F

5. Building inspections are a waste of time?

T or F
 POST TEST
6. The supervisor is not responsible for JSAs.
T or F
7. Supervisors are not responsible for building
inspections. T or F
8. What is the difference in a Class “A” & “B”
agency?
9. The DA2000 is only used when an
employee is going to file a claim. T or F

10. Why are safety meetings conducted?

 POST TEST
11. Safety meeting topics exclude some
employees? T or F

12. List five items inspected during an

inspection.

13. Who should receive safety training?