Hazard Communications Program .................................................................................. 1 I. Hazardous Substances .............................................................................................. 1 II.

Chemical Inventory List (CIL) and Material Safety Data Sheets (MSDS) ................... 2 A. Responsibilities of Facility/District/Unit Department Supervisors ........................ 2 B. Responsibilities of Master Record Keeper .......................................................... 2 C. General Procedures ............................................................................................ 2 III. Signs and Labels ....................................................................................................... 3 A. Existing Labels .................................................................................................... 3 B. Incoming Containers ........................................................................................... 3 C. Containers In-Use ............................................................................................... 3 IV. Exposure .................................................................................................................... 3 A. Definition ............................................................................................................. 3 B. Reporting Exposure ............................................................................................ 4 C. Record Keeping .................................................................................................. 4 D. Responsibility of Employees/Offender ................................................................ 4 E. Responsibility of the Facility Safety Consultant/Qualified Designee .................... 5 V. Training ...................................................................................................................... 5 A. Mandatory Training ............................................................................................. 5 B. Documentation .................................................................................................... 6 VI. Fire Safety ................................................................................................................. 6 VII.Outside Contractors Responsibilities ........................................................................ 6 A. Outside Contractor .............................................................................................. 6 B. Department of Corrections .................................................................................. 6 C. Exchange of MSDS Information .......................................................................... 6 D. Training ............................................................................................................... 6 VIII.References ............................................................................................................... 7 IX. Action ......................................................................................................................... 7 Referenced Forms ..................................................................................................... 8
Section-15 Physical Plant Hazard Communications Program OP-150310 Page: 1 Effective Date: 09/22/2011

ACA Standards: 2-CO-3B-01M, 4-ACRS-1C-18 Signature on File

Justin Jones, Director Oklahoma Department of Corrections

Hazard Communications Program

The Oklahoma Department of Corrections (DOC) recognizes that its employees have a right and need to know the properties and potential safety and health problems of substances to which they may be exposed. This procedure provides guidelines for the implementation and maintenance of hazard communication to ensure compliance with the applicable federal and state standards and to safeguard the health of correctional employees, offenders and visitors. (2-CO-3B-01M, 4-ACRS-1C-18) For the purpose of this procedure, the term offender will apply to anyone under the authority, custody or care of a prison or a community-based facility operated by or contracted with the Oklahoma Department of Corrections. I. Hazardous Substances A hazardous substance is defined as any substance that is a physical hazard or

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a health hazard (e.g., compressed gases, explosives, flammables, oxidizers, carcinogens, toxins, irritants or corrosives). Hazardous substances will have a material safety data sheet (MSDS) provided by the manufacturer. II. Chemical Inventory List (CIL) and Material Safety Data Sheets (MSDS) A. Responsibilities of Facility/District/Unit Department Supervisors Responsibilities of facility/district/unit department supervisors are as follows: 1. Maintain an up-to-date list of the hazardous chemicals available or used within their work areas; Maintain an MSDS for each chemical facility/district/units chemical inventory list; listed on the

2.

3.

Ensure that both the CIL and the MSDS are accessible for review by employees and offenders and for responding in the event of an emergency resulting from exposure; and Forward a complete copy of the CIL and the MSDS to the facility safety consultant/designated employee.

4.

B.

Responsibilities of Master Record Keeper The master record keeper will be appointed by the facility/district/unit head. Responsibilities of the master record keeper are as follows: 1. Maintain a complete listing of hazardous materials and related MSDS for each hazardous material present in the facility/district/unit in alphabetical order; Make the CIL and MSDS available to employees and offenders for their review and to provide information in the event of an exposure; Forward copies of the CIL and MSDS to the local fire department unless notified by that authority to not send such information; and Conduct and document an annual review of the CIL and MSDSs on site.

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4.

C.

General Procedures 1. The department/area CIL will include an alphabetical listing and location of all hazardous substances present and will be updated as needed and on an annual basis. A master CIL consisting of a complete alphabetical listing of all

2.

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hazardous substances by the common and the trade name maintained at the facility/district/unit will be created and maintained by the master record keeper. The information will include: a. b. c. d. 3. Manufacturer; Department/unit; Building; and Room.

Each CIL will be verified by the appropriate department/unit head and is subject to audit by the master record keeper. Purchase orders for any hazardous substances will require the vendor to provide a MSDS to the facility upon delivery of the product. The department/unit and master record will be updated upon receipt of any new MSDS or upon receipt of a MSDS reflecting a substantive change.

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III.

Signs and Labels A. Existing Labels Existing labels on hazardous substance containers will be left intact. If labels are not present or are not legible, a hazardous material information system label will be affixed to all containers holding the hazardous substance. B. Incoming Containers Labels on incoming containers of hazardous substances will not be removed or defaced. C. Containers In-Use All containers used by employees, offenders, or service contractors will be properly labeled prior to use of the hazardous or non-hazardous substance on DOC property.

IV.

Exposure A. Definition An exposure is defined as, coming into contact with a substance when not using the proper protective equipment.

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B.

Reporting Exposure 1. All exposures to a hazardous substance must be reported to the appropriate supervisor. After taking appropriate safety and health precautions, the supervisor will: a. Complete an Oklahoma Department of Corrections Employee Exposure Report (DOC 150310A, attached). Submit copies of the Employee Exposure Report to the following: (1) (2) (3) (4) (5) c. Facility/district/unit head; Facility safety consultant/designated staff; Facility/district/unit personnel officer; Affected employee; and Safety Administration Unit.

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b.

Complete an incident report for any exposures to employees and offenders and forward a copy to the facility/district/unit head, medical staff, unit staff and safety consultant/designated staff.

C.

Record Keeping Safety Administration will maintain a copy of the Employee Exposure Report in a file separate from the central agency personnel file. These files must be maintained for a minimum of 40 years after termination. Upon request from a terminating employee, Safety Administration will provide a listing of hazardous substances to which the individual has been exposed during employment with the agency.

D.

Responsibility of Employees/Offender 1. Employees/offenders working in areas where exposure(s) to hazardous substance(s) may exist will be required to perform their jobs in accordance with precautions communicated in the MSDS. A supervisor may take appropriate disciplinary action when an employee does not comply with the precautionary measures mandated by this procedure. An affected employee (or designated representative) may make a

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3.

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written request to the master record keeper for access to review copies of the CIL and MSDS. Such access will be granted within a reasonable time, place, and manner but never later than one working day after receipt of the request for access. In addition, when any affected employee or designated representative requests a copy of the CIL or MSDS, the master record keeper will provide a copy or a mechanical means to copy within 15 days. 4. DOC may not discharge, discriminate against or initiate any adverse personnel action against any employee who has exercised his/her right under 40 O.S. 403 B to file a complaint with the Department of Labor or any other regulatory agency if the action is in response to the employees filing of a complaint

E.

Responsibility of the Facility Safety Consultant/Qualified Designee 1. The facility safety consultant/qualified designee will maintain and ensure compliance with the following in all departmental/unit areas where hazardous substances are used or stored: a. A CIL reflecting the chemical and trade name of each hazardous substance; Correct labeling of each hazardous substance and container; Availability of an MSDS for each hazardous substance; and Training and education of employees and offenders on work practices, protective measures and emergency measures specific to the hazardous chemicals used and stored in the workplace. (4-ACRS-1C-18)

b. c. d.

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The facility safety consultant/qualified designee will conduct inspections for program integrity in accordance with OP-130107 entitled Standards for Inspections.

V.

Training A. Mandatory Training 1. All affected employees are required to attend training within their first 30 days of employment or before exposure to hazardous chemicals, whichever occurs first, and when there is a change in chemical inventory and operation. Supervisors will train new employees on the labeling scheme, MSDS information, protective equipment, etc., upon hiring (within 30 days), annually, and/or any time a new hazard is introduced. Offenders will be provided training specific to the chemicals used

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and stored in their living or work areas. (4-ACRS-1C-18) B. Documentation Training and education provided to employees and offenders will be documented and detailed records maintained. 1. Documentation of employee training will be made by the facility training officer in accordance with Section VIII. item B. of OP100101 entitled Training and Staff Development. The facility training officer will maintain all necessary records. Offender training records will be maintained in the field file and a copy at the facility for a minimum of three years.

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VI.

Fire Safety The master record keeper will create, and update annually, a building CIL package consisting of floor maps and CILs for submission to the local fire department.

VII.

Outside Contractors Responsibilities A. Outside Contractor Any time a contractor brings hazardous substances into the workplace, the facility/district/unit must be provided a CIL and appropriate MSDS(s) for these substances. B. Department of Corrections DOC must supply a CIL and MSDS for all hazardous substances in the area in which the contractor will be working. C. Exchange of MSDS Information The person authorized to grant the contract will coordinate exchange of MSDS information. The contractor will ensure training and providing documentation of completion of training for his/her employees on required substances. D. Training Service contractors whose work or materials pose a health hazard to DOC employees will ensure training and education of DOC employees as detailed in Section IV.E.1. items a. through d. of this procedure. E. Persons responsible for preparing requisitions for services to be performed by outside contractors will include in their specifications, the

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requirements noted in Section VII. items A., C. and D. of this procedure. Bids that do not include provisions for addressing Section VII. items A. C., and D. of this procedure will be rejected for failing to meet the required specifications. VIII. References Standards for Adult Correctional Institutional, Fourth Edition. Appendix D. Guidelines for the Control and Use of Flammable, Toxic, and Caustic Substances OP-100101 entitled Training and Staff Development OP-130107 entitled Standards for Inspections O.S. Title 40 401 through 424 CFR 29, 1910.1200 entitled Hazardous Communication IX. Action The Safety Administration Unit is responsible for compliance with this procedure. The associate director of Field Operations is responsible for the annual review and revisions. Any exceptions to this procedure will require prior written approval from the director. This procedure is effective as indicated. Replaced: Operations Memorandum No. OP-150310 entitled Communications Program dated September 28, 2010 Hazard

Distribution: Policy and Operations Manual Department Website

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Referenced Forms DOC 150310A

Title Oklahoma Department of Corrections Employee Exposure Report

Location Attached