SY01 Environmental Health and Safety Policy

Contents:

• Purpose
• Scope
• Policy
  • Adherence to EHS Program Requirements and Standards
• Definitions
• Responsibilities
  • Department of Environmental Health and Safety (EHS)
  • University Safety Council Members
  • Unit Executives and Academic Unit Leaders
  • Supervisors and Principal Investigators
  • Employees and Students
  • Contractors and Visitors
• Accountability
• Appendix A - Key EHS Interfaces and Contact Information
• Further Information
• Cross References

PURPOSE:

This Policy has been developed to:

• communicate University leadership’s commitment to environmental health and safety efforts;
• assign key environmental health and safety responsibilities to the University community; and
• foster accountability to support continuous improvement 

These three factors are critical in supporting the University’s commitment to organizational excellence and promoting a culture of safety.

SCOPE:

This Policy applies to all units of the University excluding Penn State Health, College of Medicine and Penn College of Technology.

POLICY:

University leadership, at all levels, is committed to protecting the health and safety of all employees, students, visitors, and the environment. This is achieved through the continuous improvement of the university’s culture of safety and environmental stewardship in support of advancements in the university’s teaching, research, and service mission. The University considers no phase of its operations or administration more important than the well-being of our community. Leadership will ensure that safe and healthy conditions are provided and will insist on safe work methods and practices at all times.

Adherence to EHS Program Requirements and Standards

Leadership’s objective is to have an environmental health and safety (EHS) management system that actively engages the university community in the prevention of injuries, illnesses, and property damage while ensuring regulatory compliance. The EHS management system includes programs which have been established to meet compliance obligations, demonstrate sound fiscal responsibility and reduce institutional risk and liability.  All University personnel are expected to adhere to the requirements established by these programs, including assigned roles and responsibilities.  

Specific EHS programs and services are available on the EHS website in the following program areas:

• EHS Management System and Administration
• Environmental Protection
• Hazardous Materials
• Laboratory and Research Safety
• Radiation Protection
• Workplace Safety
• LionSafe

DEFINITIONS:

EHS Management System (EHS-MS) is a comprehensive framework that helps an organization achieve excellence in environmental health and safety (EHS) stewardship through consistent collaborative efforts to review, evaluate and improve EHS performance. An EHS-MS helps units address its regulatory demands in a systematic and cost-effective manner. This proactive integrated approach can help reduce the risk of non-compliance and improve health and safety practices. 

RESPONSIBILITIES:

Department of Environmental Health and Safety:

EHS provides oversight of environmental, occupational health, and occupational safety efforts throughout the University.  

• Establish the overall vision and structure for EHS programs and services through the development of an EHS management system and promote collaborative EHS initiatives throughout the University.
• Establish environmental health and safety programs and standards for the University and assist with the implementation of these programs and services.
• Provide technical expertise and consultation on environmental health and safety issues to the University community including safety committees and teams.
• Inspect and audit university facilities to monitor and assess safety and health conditions, as well as compliance with environmental health and safety plans, policies, and procedures.
• Suspend or cease activities and operations that are not in full compliance with university environmental safety and health plans, policies and procedures
• Provide governance for the University Safety Council including coordination of EHS policy and program development and revisions.
• Coordinate with other Penn State units that serve as key interfaces in supporting the health and safety of the university community (Appendix A). 
• Serve as the primary point of contact for all regulatory agencies associated with programs under the jurisdiction of EHS.
  
   

University Safety Council Members:

The University Safety Council is comprised of members who collectively represent all academic colleges, administrative units, and campus locations. University Safety Council representatives are commonly referred to as "Safety Officers."

• Attend regularly scheduled meetings of the University Safety Council; and report Council activities to the leadership and other appropriate personnel within their assigned area.
• Serve as the Safety Officer and function as the point of contact for EHS-related issues or concerns within their assigned area.
• Work with unit leadership to establish safety committees or teams to support the implementation of EHS programs and services. Units are strongly encouraged to participate in the EHS Integrated Safety Plan initiative.
• Actively participate as a member of safety teams established within their respective areas.
• Coordinate review and implementation of EHS programs within their assigned areas.
• Ensure accidents within their assigned area are investigated and corrective actions are implemented as needed.

Unit Executives and Academic Unit Leaders:

Unit executives and academic unit leaders plays a vital role through their ability to promote safety as a core value. Organizational excellence for a safe and compliant campus relies on leadership engagement from the top of the organization and each respective unit.  Unit executives and academic unit leaders typically include but are not limited to deans, chancellors, vice presidents/associate vice presidents, department heads, directors of academic affairs, division heads, school directors and other unit leadership. 

• Provide visible support for safety efforts and encourage prompt reporting of safety recommendations and concerns.
• Ensure that an effective structure for managing EHS efforts is established within their unit which includes the formation of safety committees/teams in consultation with the EHS Department.  Units are strongly encouraged to participate in the EHS Integrated Safety Plan initiative.
• Designate an individual to serve as the Safety Officer to represent their unit or campus and serve as a member of the University Safety Council.
• Assess EHS program applicability for Unit by leveraging EHS Compliance Requirements Guide and monitoring implementation of EHS management system, programs and services within their unit in coordination with their designated Safety Officer and/or EHS.
• Provide necessary resources for an effective program of loss prevention.
• Support supervisors, principal investigators and responsible persons in their unit with their efforts to address and resolve EHS-related findings through the use of corrective actions as outlined in the EHS escalation program.

Supervisors and Principal Investigators:

Supervisors and Principal Investigators play a key role in EHS efforts through their oversight of employees and work processes.  These individuals have considerable influence over how safety is prioritized and valued within their respective areas.

• Maintain safe work conditions within their areas and ensure that all operations are carried out with the utmost regard for safety.
• Assess EHS program applicability for their operations by leveraging EHS Compliance Requirements Guide and meet responsibilities for implementation of EHS management system, programs and services specific for their operations in consultation with their designated Safety Officer and/or EHS.
• Ensure that employees and students have completed the necessary training to safely perform assigned tasks.
• Ensure that required safety equipment, devices, and protective equipment are provided and properly used by individuals working in their operations.
• Coordinate or conduct inspections to detect potential hazards and address any deficiencies which are identified.
• Encourage prompt reporting of safety recommendations and concerns.
• Conduct thorough investigations of all accidents and incidents and implement necessary corrective actions.
• Take prompt corrective action when unsafe conditions or acts are observed or reported.

Employees and Students:

Employees and students are directly impacted by the University’s EHS efforts.  It is critical that these individuals are informed of relevant safety requirements and comply with these expectations.  Employees and students are also in a unique position to identify potential hazards and ensure they are reported.

• Comply with all applicable environmental health and safety policies, programs, and services.
• Complete EHS training requirements associated with work tasks. 
• Wear or use required protective equipment.
• Report all unsafe conditions or acts to their supervisor/instructor, unit safety officer and/or EHS as appropriate to address the safety concern.
• Immediately notify their supervisor or instructor of any personal injuries, illnesses or incidents which occur on University property or otherwise conducting University business.

Contractors and Visitors:

Third parties including contractors and visitors must act in a manner that does not endanger themselves or others while on University property.

• Comply with all applicable environmental health and safety policies, programs, and services.
• Complete training programs designated by their employer.
• Complete Penn State EHS training requirements where specified in EHS program documentation specific to contractors and visitors.
• Wear or use required protective equipment.
• Report all unsafe conditions or acts to their supervisor, instructor, safety officer, or EHS.
• Immediately notify their supervisor or instructor of any personal injuries, illnesses or incidents which occur on University property or otherwise conducting University business.

ACCOUNTABILITY:

Continuous improvement of the University’s EHS management system and culture of safety is dependent on the aforementioned responsibilities being met. EHS has established an accountability model outlined in the EHS Escalation Program available on the EHS Management System and Administration website.

APPENDIX A - KEY EHS INTERFACES AND CONTACT INFORMATION:

FURTHER INFORMATION:

For questions, additional detail, or to request changes to this policy, please contact the Director of Environmental Health and Safety.

CROSS REFERENCES:

Other Policies in this Manual should also be referenced, especially the following:

AD01 - Policies and Procedures for Use of University Auditoriums,

AD02 - Non-University Groups Using University Facilities,

AD21 - Use of the Agricultural Arena and Agricultural Progress Days Facilities,

RA14 - The Use of Human Subjects in Research,

and all of the SY (Safety) Policies.

Most Recent Changes:

• January 12, 2023 - SY01 was revised and rewritten in coordination with University Safety Council to incorporate environmental health and safety management system framework to support University's EHS-related safety programs and services.

Revision History (and effective dates):

• March 06, 2019 - Added Process Safety considerations.

• February 26, 2014 - Editorial changes. Addition of policy steward information, in the event that there are questions or requests for changes to the policy.

• April 22, 2005 - Editorial changes to eliminate "General Forms Usage Guide" and correct links.
• July 24, 1998 - New policy.