Injury & Illness Prevention Program (IIPP)

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1. Purpose of the Injury and Illness Prevention Program

It is the policy of the University of California, Berkeley to maintain a safe and healthy
work environment for each employee (including student and contract employees),
and to comply with all applicable occupational health and safety regulations.
Likewise, the College of Chemistry is committed to maintaining a safe and healthy
work environment for all of its employees in all of its work related activities. The
College of Chemistry Injury and Illness Prevention Program (IIPP) is intended to
establish a framework for identifying and correcting workplace hazards within the
College, while addressing legal requirements for a formal, written IIPP.

All members of the College must participate in the Injury and Illness Prevention
Program efforts regardless of status, job title or job function.

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2. Responsibilities

Dean of the College of Chemistry, Dr. Rich Mathies

Dr. Rich Mathies, as the chief executive officer of the College, has primary
authority and responsibility to ensure the implementation of the IIPP and to ensure
the health and safety of the College's faculty, staff and students. With the assistance
of other program administrators, the Dean will provide continued support for the
IIPP. This is accomplished by communicating the Berkeley campus's emphasis on
health and safety, analyzing work procedures for hazard identification and
correction, ensuring regular workplace inspections, providing health and safety
training, and encouraging prompt employee reporting of health and safety concerns
without fear of reprisal.

College Safety Committees

The College of Chemistry Facilities Committee is an executive committee that
devotes the first part of its agenda at every meeting to safety issues. The Facilities
Committee has the ongoing responsibility to maintain and update this IIPP, to
assess College compliance with applicable regulations and campus policies, to
evaluate reports of unsafe conditions, to review incidents / injuries and to coordinate
any necessary corrective actions. The Facilities Committee meets biweekly.
Currently, the Facilities Committee consists of:

Name Position
Dr. Rich Mathies, Dean of the College
Dr. Douglas Clark, Executive Associate Dean
Ms. Jane Scheiber Asst. Dean, College Relations
Mr. Yau-Man Chan Director, Computing Services
Mr. Michael Kumpf, Director / EH&S Specialist, College of Chemistry Health & Safety Program
Mr. Alex Shtromberg, Assistant Dean of College Engineering & Facilities
Ms. Inna Massen, Building Manager
Mr. Norman Tom, Shops Manager


The Facilities Committee prepares and makes available to all College personnel
written minutes of issues discussed at the meetings. Committee meeting minutes
are on file in the College of Chemistry Health & Safety Program office in 317 Lewis.
The location of these minutes and other health & safety documentation is described
in the "Location of Health & Safety Records and References in the College of
Chemistry" which is posted on the B-level Latimer Hall safety bulletin board.

The Facilities Committee can seek assistance in the remediation of a hazard from
appropriate campus departments, including the Office of Environment, Health &
Safety (EH&S) for campus health and safety issues, University Health Services
(UHS) for ergonomic and workers’ compensation issues or the University of
California Police Department (UCPD) for personal security concerns.

Director of the College of Chemistry Health & Safety Program
Michael Kumpf
317 Lewis, 3-0648, kumpf@berkeley.edu

As Director of the College of Chemistry Health & Safety Program, Michael Kumpf
has the following responsibilities in the area of injury & illness prevention:

• Ensuring that the Facilities Committee is aware of all accidents which have
occurred, and all hazards which have been observed since the last meeting
• Working with the Building Manager to address facility-related safety concerns
• Assisting in the coordination of required health and safety training
• Serving as liaison with EH&S and other campus safety resources on issues the
College cannot resolve
• Maintaining copies of Safety Committee minutes and other safety-related records

Supervisors / Principal Investigators

Supervisors and Principal Investigators play a key role in the implementation of the
College’s IIPP. Specifically, supervisors and principal investigators are responsible
for:

• Communicating to their staff and students the Berkeley campus's emphasis on
health and safety
• Conducting and documenting regular safety meetings with staff
• Participating in and supporting periodic, documented safety inspections of
workspaces under their authority
• Promptly correcting identified hazards
• Modeling and enforcing safe and healthful work practices
• Insuring and providing appropriate safety training and personal protective
equipment to all employees, students under their supervision
• Implementing measures to eliminate or control workplace hazards
• Stopping any employee’s work that poses an imminent hazard to either the
employee or any other individual
• Encouraging employees to report health and safety issues without fear of reprisal
• Preparing and communicating written Safe Operating Procedures (SOPs) when
appropriate to insure injury and illness prevention techniques are employed in
work which poses a significant threat of injury if safety procedures are not
followed

All Employees

It is the responsibility of all College faculty and staff to comply with all applicable
health and safety regulations, UC policies, and established work practices. This
includes but is not limited to:

• Observing health and safety-related signs, posters, warning signals and
directions
• Reviewing the building emergency plan and assembly area
• Taking part in appropriate health and safety training
• Following all safe operating procedures and precautions
• Using proper personal protective equipment
• Warning coworkers about defective equipment and other hazards
• Reporting unsafe conditions immediately to a supervisor and stopping work if an
imminent hazard is presented
• Participating in workplace safety inspections
• Participating in regular safety meetings with supervisor and co-workers

3. Identifying and Reporting Work Plcae Hazards

Observed Hazards

In general, workplace hazards in the College of Chemistry are identified by members
of the College including faculty, staff and students through the normal course of
work, research and instruction. Identified or recognized hazards can typically be
communicated to the observer’s immediate supervisor, safety coordinator, instructor
or principal investigator for correction of the hazard. In correcting reported hazards,
supervisors, etc. are free to request assistance from College of Chemistry Health &
Safety Program staff (3-0648) or the UCB Office of Environment, Health & Safety (2-
3073). Any reported safety hazard which can not be immediately or easily resolved
by the supervisor, safety coordinator, instructor or principal investigator can also be
communicated to the Facilities Committee by contacting the committee chair or
one’s representative on the committee.

Another method for reporting hazards in the College is by use of the
"Employee/Student Report of Unsafe Condition or Hazard". These forms may be
submitted anonymously in the drop box in 317 Lewis.

All observed hazards should be reported first to a supervisor without fear of reprisal.

Safety Inspections

Workplace hazards in the College are also identified through regular, periodic safety
inspections. Supervisors and principal investigators should check for safe work
practices with each visit to the workplace and should provide immediate verbal
feedback where hazards are observed.

Staff Unit Annual Self-Inspection
In addition to regular informal checks with each visit to the work area, supervisors
must conduct a self-inspection of their facilities and offices at least once each
year. The required self-inspection is accomplished by filling out the appropriate
self-inspection checklist provided in Section 9 of the College of Chemistry Health
and Safety Manual. College Shops should fill out the Campus EH&S Self-
Inspection form. The Shops shall keep the original in their files and forward a
copy to the CCHASP office, which will forward a copy to the Campus EH&S
office. The Administrative units shall use the Office Inspection Checklist. All
forms can be found on the CCHASP Manual website, Section 9. A discussion of
each self-inspection should be included in the unit's regularly scheduled safety
meeting. The supervisor is responsible for ensuring that noted hazards are
mitigated in a timely manner.

Research Group Annual Laboratory Self-Inspection
Laboratory research groups shall complete the College’s own self-inspection
checklist once each year. The College of Chemistry Laboratory Self-Inspection
should be used for each self-inspection. This form can be found on the CCHASP
Manual website, Section 9. The results of each inspection should be reviewed in-
group safety meetings. The principal investigator is responsible for ensuring that
noted hazards are mitigated in a timely manner.

 

4. Communicating Work Place Hazards

Information about known workplace hazards is provided to all members of the
College in a variety of ways. Supervisors and principal investigators are responsible
for ensuring that their employees are supplied access to hazard information
pertinent to their work assignments. In addition to simple verbal communication, the
following tools can be utilized to facilitate hazard communication.

Safety Meetings / Laboratory Group Meetings

Staff supervisors are required under this IIPP to hold regular safety meetings with
their staff. The purpose of these meetings is to establish a forum for employees to
express safety concerns and to assist the supervisors in recognizing and controlling
hazards in the work area. Supervisors should also use these meetings to help them
determine if additional safety training is needed for their staff. Staff safety meetings
are required under this plan to be held at least twice per year.

Research groups should discuss safety concerns at their regularly scheduled group
meetings. A portion of the group meeting’s agenda should be allocated to safety
discussion.

All safety meetings and group meetings must be documented. Safety meeting
minutes will be kept by the supervisor/PI with all other safety related records.

College Safety Committees’ Minutes

All College employees can request copies of safety committee minutes from their
supervisor. Minutes are kept in an open binder in 317 Lewis Hall.

Lesson’s Learned / Safety Flyers

The College of Chemistry Health & Safety Program periodically produces and
distributes "Lesson’s Learned" documents and safety flyers covering a variety of
health and safety topics relevant to laboratory work in the College. The information
presented in each "Lessons Learned" is intended to inform College employees and
students about real accident occurrences (at UC and other institutions) and what can
be learned from them. Safety flyers reinforce College safety policy and remind
researchers about safe laboratory practices and procedures. In addition to being
distributed to all research groups, "Lessons Learned" and safety flyers are posted in
all elevators in the College for several weeks. They are also posted on the College’s
Safety Information Board, which is located on the B-level of Latimer Hall, across
from the main passenger elevators. "Lessons Learned" are also reprinted for all
laboratory safety training seminars as optional handouts to new graduate students
and College researchers.

Material Safety Data Sheets

Material Safety Data Sheets (MSDS’s) provide information on the potential hazards
of products or chemicals. Hard copies of MSDS’s for the chemicals used in the
College of Chemistry are available in 305 Lewis Hall. 305 Lewis is a small utility
closet that is dedicated exclusively for MSDS storage. It is open 24 hours a day and
no key is required to gain access. Missing MSDS’s should be reported immediately
to CCHASP (3-0648) so a new copy can be ordered.

MSDS’s are also available over the Internet from a variety of sources. They can be
obtained by accessing the College of Chemistry web page
(http://www.cchem.berkeley.edu/index.html) and clicking on "Useful Links". Direct
access to The UC MSDS system is at http://ucmsds.chemwatchna.com/.
Any employee may request a personal analysis of the information on any MSDS by
contacting their supervisor. If questions arise regarding the information presented
on a MSDS, CCHASP (3-0648) is available to assist the supervisor and employee in
understanding the MSDS information.

Safe Operating Procedures

Any non-routine or new task or job assignment which is complex and has a variety of
safety related procedures should have a written set of Safe Operating Procedures
("an SOP") which clearly identifies all potential hazards of the job and control
measures to ensure safety. If supervisors choose to prepare a SOP for a particular
task, they are responsible for communicating the SOP information to their
employees and enforcing the safety provisions detailed in the SOP. Supervisors
should feel free to call on CCHASP (3-0648) or the UCB Office of Environment,
Health & Safety (2-3073) for assistance in developing an SOP for a particular
operation under their control.

All equipment in the College is to be operated in accordance with the manufacturer’s
instructions, as specified in the equipment’s operating manual. Copies of equipment
operating manuals should be available to assist persons who are unfamiliar with the
operation of a piece of equipment. When relevant, employees should read the
operating manual before using the equipment. Training should also be sought from
an experienced operator or supervisor.

Building Notices Program

The College’s Building Management Office publishes and posts building notices that
inform affected employees about utility shutdowns, status of building maintenance
activities and building related safety issues. These notices are posted in all
elevators and in strategic locations throughout the College. Building related safety
issues are also communicated to effected employees via email when appropriate.

5. Correcting Work Place Hazards

College supervisors, principal investigators and instructors are responsible for
correcting hazards that are discovered either as a result of a scheduled periodic
inspection or by observation during normal operations. Supervisors of affected
employees are expected to correct unsafe conditions as quickly as possible after
discovery of a hazard.

Specific procedures that can be used to correct hazards include but are not limited
to the following:

• Tagging unsafe equipment "Danger - Equipment Needs Repair," and providing a
list of alternatives for employees to use until the item is repaired. Tags are
available free of charge from CCHASP in 317 Lewis.
• Stopping unsafe work practices and providing retraining on proper procedures
before work resumes.
• Reinforcing and explaining the need for proper personal protective equipment and
ensuring its availability.
• Barricading areas that have chemical spills or other hazards and reporting the
hazardous conditions to a supervisor, CCHASP office, or the College Building
Management staff.

If an imminent hazard exists, work in the area should cease, and the appropriate
supervisor must be contacted immediately. If the hazard cannot be immediately
corrected without endangering employees or property, all personnel need to be
removed from the area except those qualified and necessary to correct the
condition. These qualified individuals will be equipped with necessary safeguards
before addressing the situation.

Whenever necessary, the supervisor, principal investigator, etc., should call upon
the College of Chemistry Health & Safety Program staff (CCHASP) or the UCB
Office of Environment, Health & Safety to assist in correcting identified hazards.
Supervisors can also seek assistance in developing appropriate corrective actions
by submitting an " Employee/Student Report of Unsafe Condition or Hazard" to the
CCHASP office. The CCHASP office will review and forward reported unsafe
conditions to the College Facilities Safety Committee. If the committee requires
assistance from other campus resources such as Campus EH&S, UCB Physical
Plant, or UCPD, these resources should be contacted immediately.

6. Investigating Injuries and Illnesses

Injury Reporting

Whenever anyone is injured in the College, the first concern is whether medical
treatment is needed. If immediate medical treatment beyond first aid is needed, 9-
911 must be called. The injured party will be taken to the appropriate hospital or
medical center. If non-emergency medical treatment for work-related injuries or
illnesses is needed, call the Tang Center’s Occupational Health Clinic (2-6891) or
Urgent Care Clinic (2-3188).

Once appropriate medical attention has been rendered, employees (Staff, Grad
students, Post-docs) who are injured at the College must immediately report the
injury to their supervisor or principal investigator and the CCHASP office. The
supervisor of the injured employee must work with the College Building Management
Office (Carol Maharathi is the designated contact @ 2-5060) to ensure that a
"Workers' Compensation Claim Form" is completed properly and submitted to the
Workers' Compensation Office (Tang Center, Suite 2100). A copy of the Workers
Compensation Claim Form is also immediately forwarded to CCHASP for review and
analysis.

Undergraduate students who are injured or involved in an accident during class or
lab should report the incident to the teaching assistant (TA) in charge of the lab or to
the course instructor. The TA or instructor should prepare an "Undergraduate
Laboratory Injury Accident Report" and submit it to the stockroom manager. The
stockroom manager will then add additional information to the report and forward it
to the CCHASP office and the course instructor for review.

Injury Investigation

An injured employee’s supervisor, principal investigator or student’s instructor has
primary responsibility for investigating the cause(s) of the incidents effecting their
staff or students. Specific procedures that can be used to investigate workplace
accidents and hazardous substance exposures include:

• Interviewing injured personnel and witnesses
• Examining the injured employee’s work area for causative factors
• Reviewing established procedures to ensure they are adequate and were followed
• Reviewing training records of affected employees
• Taking corrective actions to prevent the accident/exposure from reoccurring
• Recording all findings and actions taken

If the supervisor is unable to determine the cause(s) and appropriate corrective
actions, other resources should be sought. Available resources include the College
of Chemistry Health & Safety Program, the Facilities Committee, Campus EH&S,
and other campus safety organizations.

CCHASP Incident Investigation Reports

As stated earlier, all Workman’s’ Compensation Claim Forms, Undergraduate
Laboratory Injury Accident Reports and any other injury related information
generated from a supervisor or principal investigator is forwarded to the CCHASP
office for review. If a reported injury/incident requires further investigation, CCHASP
will investigate the incident and prepare a written "Incident Investigation Report".
This written report details the incident or accident and its likely cause. Corrective
actions devised by CCHASP, working closely with the supervisor and injured person,
are also detailed in the report. CCHASP actively works with supervisors to ensure
that all corrective actions are implemented. Incident investigation reports are kept
on file in 317 Lewis.

7. Health and Safety Training

Safety training in the College is provided at no cost to the employee and is
conducted during the employee’s normal working hours on University time. Safety
training may be presented by a knowledgeable supervisor, other department
personnel, or by representatives from other relevant campus departments.
Regardless of the instructor, all safety training must be documented using the
"Record of Safety Training" sheet or an equivalent record. IIPP training
documentation forms are available in Section 9 of the College of Chemistry Health
and Safety Manual. Copies of completed "Record of Safety Training" forms or the
equivalent must be forwarded to CCHASP.

Initial IIPP Safety Training

All College personnel will be trained on the structure of the IIPP, including individual
responsibilities under the program, and the availability of the written program.
Training will also be provided on how to report unsafe conditions, how to access the
Safety Committee, and where to obtain information on workplace safety and health
issues.

College Staff Training
Initial training on the structure of the IIPP for new College staff members is
conducted by his/her immediate supervisor. Supervisors may elect to conduct this
initial training one on one with the employee(s) or as part of a group safety meeting.
Initial IIPP training must occur soon after the new employee(s) begins working. This
training must be documented on the “Record of Safety Training Form” or the
equivalent and a copy forwarded to the CCHASP office.

Supervisors are also responsible for conducting initial training on the Hazard
Communication Program (Section 5 of the College of Chemistry Health and Safety
Manual) and the College Emergency Response plan.

Supervisors receive orientation training from CCHASP to assist them in meeting
their training responsibilities.

Laboratory Research Personnel
(Undergraduate Students, Graduate Students and Post-docs)
Initial training on the structure of the IIPP for new laboratory research personnel is
included in the Laboratory Safety and Emergency Response Seminar. This three-
hour seminar includes hands on fire extinguisher training, laboratory safety training
(Chemical Hygiene Plan information), building safety information and emergency
response plan training. Campus Office of Environment, Safety, and Health,
CCHASP and the College Building Management Office conduct the seminar. It is
mandatory for all undergraduate, graduate student and post-doc laboratory
researchers. It is provided to students upon their arrival in August of each year and
is repeated twice each year (generally in June and December) to accommodate new
student and post-doc researchers.

Training on Specific Hazards by the Supervisor/PI

In addition to the initial training requirements detailed above, supervisors and
principal investigators must ensure that their staff and students receive appropriate
training on the specific hazards of work they perform, and the proper precautions for
protection against those hazards. Training is particularly important for new
employees and whenever a new hazard is introduced into the workplace. Hazards
may arise in the workplace from new equipment or work procedures and hazardous
materials. Health and Safety training is also required when employees are given new
job assignments on which they have not previously been trained and whenever a
supervisor is made aware of a new or previously unrecognized hazard.

Specific topics that may or may not be pertinent to College personnel depending on
job assignment include:

• Fire prevention techniques and fire extinguisher use
• Obtaining emergency medical assistance and first aid
• Disaster preparedness and response, including building evacuation procedures
• Health and safety for computer users
• Back care, body mechanics, and proper lifting techniques
• Use of various types of personal protective equipment
• Special hazards in laboratories
• Violence in the Workplace
• Shop tool/equipment use
• Asbestos & lead paint awareness
• Hazards and exposure control for the particular chemicals used by the employee

8. Ensuring Compliance with IIPP

All College personnel have the responsibility for complying with safe and healthful
work practices, including applicable regulations, campus policy, and College safety
procedures. Overall performance in maintenance of a safe and healthful work
environment should be recognized by each supervisor and noted in performance
evaluations. Employees will not be discriminated against for work-related injuries,
and injuries will not be included in performance evaluations, unless the injuries were
a result of a deliberate unsafe act on the part of the employee.

Standard progressive disciplinary measures in accordance with the applicable
personnel policy or labor contract will result when employees fail to comply with
applicable regulations, campus policy, and/or departmental safety procedures.
Faculty members will be disciplined for unsafe practices in accordance with the
Faculty Code of Conduct. Students not employed by the University will be disciplined
for unsafe practices in accordance with the Student Code of Conduct. All personnel
will be given instruction and an opportunity to correct unsafe behavior. Repeated
failure to comply or willful and intentional non-compliance may result in disciplinary
measures up to and including termination.

9. Employee Information & Training

Documents related to the IIPP are maintained in 317 Lewis. By law, certain
documents related to the IIPP must be kept by the College for at least one year.
These records include:

• Records of scheduled and periodic workplace inspections, including the persons
conducting the inspection, any identified unsafe conditions or work practices, and
corrective actions.
• Employee safety training records, including the names of all attendees and
instructors, the training date, and material covered.

Other documents related to the IIPP that are kept on file in 317 Lewis include:

• Reports of Unsafe Conditions or Hazards
• Facilities Committee Meeting Documentation
• Incident Investigation Reports