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U.S. Geological Survey Manual

SM 445-2-H CHAPTER 2

Responsibilities

Instruction: Chapter revised to remove Department of the Interior requirements addressed in Department Manual 485.  Chapter reflects the change in USGS Occupational Safety and Health organizational structure and corresponding program responsibilities.

1.  Purpose.  To specify minimum Occupational Safety and Health (OSH) Program requirements for the implementation of U.S. Geological Survey (USGS) occupational safety and health program. 

2.  Director.

A.  Requires compliance with statutory, regulatory, and OSH Program criteria.

B.  Provides management direction and support necessary to effectively fulfill OSH Program requirements.

C.  Holds the Designated Agency Safety and Health Official (DASHO), Associate Directors, and Regional Directors accountable for effectively fulfilling OSH Program responsibilities within region, mission area, or office.

D.  Supplements the OSH Program with special initiatives, directives, standards, and criteria to meet the occupational safety and health needs of the USGS.

E.  Demonstrates personal commitment for the occupational safety and health of employees, contractors, concessionaires, volunteers, and visitors.

F.  Delegates sufficient authority to the DASHO to effectively manage and administer the OSH Program. 

G.  Provides adequate staff and funding resources to ensure effective implementation and administration of the OSH Program.  (Reference 29 Code of Federal Regulations (CFR) 1960.7.)

H.  Requires annual OSH Program local office self-inspections and external compliance inspections of regional and mission area offices based on high risk activities, high accident rates, occupational hazards, past OSH Program history, personnel turnover, and time lapse since the last formal review.  Requires internal control OSH Program evaluations for each Associate and Regional Director’s OSH Program at least once every 3 years.

I.  Requires that OSH Program reviews and inspection deficiencies are documented and abated.

J.  Requires that accidents are reported and investigated in accordance with SM 445-2-H.7, Incident/Accident Reporting and Serious Accident Investigation.

K.  Recognizes employees for outstanding occupational safety and health performance.

L.  Requires the DASHO to submit an annual Occupational Safety and Health Administration (OSHA) report summarizing the OSH Program to the Department of Interior (DOI). 

M.  Completes the OSH Program policy annual self-assessment as the Director within the DOI Inspection and Abatement System (IAS).

3.  Deputy Director.

A.  Serves as the USGS representative on the DOI Office of Aviation Services Executive Aviation Board.

4.  Associate Directors and Regional Directors.

A.  Provide adequate staff and funding resources to effectively implement and administer the Program within their respective region, mission area or office.  (Reference 29 CFR 1960.7.)

B.  Associate Directors appoint a mission area OSH representative.  Regional Directors appoint regional occupational safety and health professionals (meeting Office of Personnel Management (OPM) qualifications for GS-018/690/803) and provide resources and support for the effective implementation and administration of the OSH Program.  Coordinate with the OSH Program Manager to review applications for full-time occupational safety and health vacancies. 

C.  Require compliance with statutory, regulatory, and OSH Program criteria and hold managers and supervisors accountable for effectively fulfilling OSH Program responsibilities.

D.  Supplement the OSH Program with special initiatives, directives, standards, and training to meet occupational safety and health requirements.

E.  Demonstrate personal commitment for the occupational safety and health of employees, contractors, concessionaires, volunteers, and visitors.

F.  Delegate sufficient authority to effectively represent the interests of the Director in the management and administration of the OSH Program. 

G.  Require formal external compliance inspections of facilities and offices based on high risk activities, high accident rates, occupational hazards, past OSH Program history, personnel turnover, time lapse since the last external review, and similar criteria.

H.  Require that annual occupational safety and health self-inspections be conducted and documented within the DOI IAS for all facilities and offices.  Require that OSH Program and inspection deficiencies and corrective actions be documented and tracked through resolution in the DOI IAS.

I.  Require that accidents are reported and investigated in accordance with SM 445-2-H.7, Incident/Accident Reporting and Serious Accident Investigation.

J.  Provide copies of the OSHA Executive Order (EO) 12196, 29 CFR 1960, and OSH Program documentation to managers and supervisors. 

K.  Recognize employees for outstanding occupational safety and health performance.

L.  Require that the occupational safety and health poster (Appendix A) be posted in all offices and facilities. 

M.  Complete an annual OSH Program policy self-assessment as the Associate or Regional Director within the DOI IAS.

5.  Designated Agency Safety and Health Official/Associate Director for Administration.

A.  Serves as the USGS representative on the DOI Office of Aviation Services Executive Aviation Committee.

B.  Exercises the authority of the Director to establish, develop, direct, and manage the OSH Program.

C.  Directs OSH Program activities, through the Chief, Office of Management Services (OMS), and ensures that adequate staff and funding resources are provided to develop and administer the OSH Program.

D.  Designates a qualified safety professional meeting OPM qualification standards for the GS-018/690/803 series to serve as a subject-matter expert to review applications for full-time position vacancies.  

E.  Advises the Director and Executive Leadership Team (ELT) on the status of the OSH Program.

F.  Represents USGS OSH interests through participation in the DOI DASHO Council.

G.  Participates in the Federal Advisory Council on Occupational Safety and Health, upon request.

H.  Appoints serious accident investigation teams or trained investigators for the investigation of serious accidents.

I.  Submits an annual Occupational Safety and Health Administration (OSHA) report summarizing the OSH Program to the Department of Interior (DOI). 

J.  Promotes and supports the OSH Council as a forum to exchange OSH Program information and to coordinate occupational safety and health activities.  (Reference  SM 445-2-H.9, OSH Councils, Committees, and Working Groups.)

K.  Completes an annual OSH Program policy self-assessment as the DASHO within the DOI IAS.

6.  Chief, Office of Management Services (OMS).

A.  Supervises the OSH Program Manager and provides sufficient authority and resources to effectively support and represent the interests of the USGS in the oversight, management and administration of the OSH Program.  

B.  Assists the DASHO in representing OSH Program interests.  Participates in the DOI OSH Council or working groups upon request by the DASHO and co-chairs the USGS OSH Council.

C.  Supplements the OSH Program with special initiatives and directives to meet occupational safety and health needs.

D.  Demonstrates management commitment for the occupational safety and health of employees, contractors, concessionaires, volunteers, and visitors.

E.  Completes an annual OSH Program policy self-assessment as the OMS Chief within the DOI IAS.

F.  Recognizes employees for outstanding occupational safety and health performance.

7.  OSH Program Manager.

A.  Administers the OSH Program and provides OSH Program oversight and coordination for OSH Program components and elements listed in 2.7V.  Advises and supports management in carrying out OSH Program responsibilities.

B.  Develops OSH program policies, directives, and alternate or supplemental standards and guidelines to meet employee, contractor, concessionaire, volunteer safety and health requirements.  Interprets OSHA, adopted national consensus standards, and DOI occupational safety and health policies.

C.  Participates on the DOI OSH Council and other occupational safety and health councils, committees, and work groups.  Serves as the USGS representative to OSHA, National Fire Protection Association, and other agencies on the OSH Program.

D.  Evaluates OSH staffing levels and plans to determine effectiveness in establishing and implementing the OSH Program. 

E.  Receives requests from the field for variances.  Drafts and submits requests for variances to OSHA regulations or changes to DOI OSH policies to the DOI Office of Occupational Health and Safety.

F.  Ensures that allegations of reprisal, reports of unsafe and unhealthful conditions, and accidents/incidents are investigated and coordinated with Regional Safety Managers or Collateral Duty Safety Program Coordinators (CDSPCs) for resolution.

G.  Provides direction and oversight for the Industrial Hygiene Program.

H.  Provides direction and oversight for the Aviation, Dive, Firearms, Large Vessel, and Watercraft Specialized Safety Programs.

I.  Provides direction and oversight for the Radiation Safety Program implementation and oversees ionizing and non-ionizing radiation safety.

J.  Coordinates with the Office of Human Resources and the Department of Labor, Office of Workers’ Compensation Programs on medical surveillance.

K.  Provides direction and oversight for the occupational safety and health training and professional development programs and policy which includes the identification of training resources, the development of training plans and/or facilitating the conduct of general/specialized occupational safety and health instruction. 

L.  Serves as the DASHO subject matter expert to review applicants for all full-time safety and health position vacancies.  This responsibility may be delegated by the OSH Program Manager provided the designee is at a grade level equal to or higher than that of the vacancy.

M.  Establishes investigations of serious accidents to ensure that accidents are reported and investigated in accordance with SM 445-2-H.7, Incident/Accident Reporting and Serious Accident Investigation.  

N.  Coordinates the use of the DOI Safety Management Information System (SMIS) for collecting accident data and analyzing accidents (employee, contractor, or visitor) involving injuries, illnesses, and property damage related to USGS operations.  Ensures review of accident/incident information to determine accuracy and completeness.  Takes appropriate action to correct inaccurate reporting.

O.  Distributes accident, auditing, and statistical reports and recommendations for prevention of future incidents.

P.  Coordinates the administration of the DOI IAS and the collection and analysis of inspection and program assessment compliance data.  (Reference SM 445-2-H.6.)  Completes an annual occupational safety and health policy self-assessment within the DOI IAS.  (Reference SM 445-2-H.5.)

Q.  Ensures OSH Program internal control evaluations of regions, mission areas, and offices including a sampling of field locations are conducted every 3 years.

R.  Requires that local occupational safety and health self-inspections are conducted annually as required by 29 CFR 1960.25(c).  Coordinates with Regional Safety Managers and CDSPCs to schedule within IAS all formal program evaluations and external facility inspections based on high hazard activities, high accident rates, or program and performance deficiencies.  Requires that inspection deficiencies and recommended corrective actions are documented and tracked within the DOI IAS through resolution.

S.  Submits an annual OSHA summary report to the DOI Office of Occupational Health and Safety.

T.  Facilitates establishment of contracts associated with occupational safety and health, industrial hygiene, information resources management, and fire protection engineering as needed.

U.  Ensures that a safety-promotion program is established that is aimed at providing information to region, mission area, and office personnel.  Provides and/or recommends safety training materials, journals, reference documents, posters, signs, etc.

V.  Provides direct support to mission areas and general guidance to regions in the accordance with the components and elements in the USGS Occupational Safety and Health Guide for Program Evaluations and Policy Self Assessments:

(1)  Management and Leadership. 

(2)  Employee Involvement. 

(3)  Hazard Recognition and Prevention. 

(4)  Evaluation and Analysis. 

(5)  Training and Awareness. 

(6)  Program Implementation and Operation. 

8.  Specialized Safety Programs Section Chief.

A.  Provide specialized safety program oversight, administration, budget coordination and supervision of the Specialized Safety Program Managers (Aviation, Dive, Firearms, Large Vessels and Watercraft).

(1)  Manages specialized safety activities within the USGS.  Assess risk and provide guidance for the implementation of Department and Survey Manual requirements.  Disseminate specialized safety program policy and information bureau-wide.  Develop and facilitate the implementation of minimum specialized safety standards and guidelines to ensure consistent safe practices.

(2)  Establishes specialized program goals and develops annual program plans and accomplishments.

(3)  Assesses the effectiveness of specialized safety programs inclusive of costs and budget to ensure that program and management oversight activities comply with DOI and USGS objectives.  Promote management involvement by identifying specialized program compliance issues and recommended corrective actions.

(4)  Reviews interagency requirements for specialized safety activities and implements management, operational principles, and agreements, commensurate with USGS involvement in interagency and cooperator functions.

(5)  Develops and/or reviews proposed DOI specialized safety policies, procedures, and business management practices and coordinates USGS input.  Review and evaluate specialized safety program legislation for its impact on operations and develop recommendations for implementing compliance programs.

(6)  Facilitates compliance with DOI safety training requirements.  Monitor specialized safety user training to ensure compliance, completion, and overall quality.  Approve instructor training as needed.  Evaluate, recommend, and improve training techniques and required safety equipment for use in field situations.

(7)  Serves as the USGS representative on various DOI subcommittees related to specialized safety programs.  Serve as advisors to the DASHO and OSH Program Manager through ad hoc membership on the OSH Council.  Chair specialized safety program committees and establish work groups.

(8)  Administers and/or develops information systems to assist in managing specialized safety programs.

(9)  Reviews and/or conducts specialized program accident/incident investigations and manage specialized accident prevention programs.

(10)  Administers specialized safety awards programs.

(11)  Conducts external inspections of region and mission area specialized safety programs, as appropriate.

(12)  Completes annual OSH Program policy self-assessments in the DOI IAS.

(13)  Coordinates with organizational components to facilitate implementation of medical standards and surveillance programs as applicable.

(14)  Provides support, oversight, and supervision for specialized safety staff that support regions and mission areas.

B.  Manages policies related to Aviation, Dive, Firearms, Large Vessel and Watercraft requirements, standards, and requirements.

C.  Administers DOI SMIS/IAS and safety training management systems.

9.  Industrial Hygiene Section Chief.

A.  Identifies and assesses potential health risks of employee workplace exposures to chemical, biological, and physical agents.

B.  Develops industrial hygiene policy, direction, guidance, and protocols.

C.  Establishes industrial hygiene program goals, objectives, and initiatives.

D.  Develops core competencies and training requirements for industrial hygienists.

E.  Provides industrial hygiene support to regions, mission areas, and offices.

F.  Completes annual OSH Program policy self-assessments in the DOI IAS.

10.  National Programs Section Chief.

A.  Administers the OSH Program for the mission areas and offices.

B.  Advises and supports management in mission areas and offices in implementation and compliance with OSH Program responsibilities.

C.  Serves as an advisor to the DASHO and OSH Program Manager through ad hoc membership on the OSH Council.

D.  Coordinates and assists CDSPCs and OSH representatives in documenting annual self-conducted compliance inspections for mission areas and offices.

E.  Conducts formal external inspections of mission areas and offices and their facilities based on high hazard, high accident rates, or programmatic deficiencies and documents recommendations for corrective actions to correct deficiencies in the DOI IAS.

F.  Coordinates external OSH inspection scheduling with the OSH Program Manager.

G.  Tracks corrective actions for mission areas and offices through resolution.

H.  Ensures that allegations of reprisal, reports of unsafe or unhealthful working conditions, and accidents/incidents from mission areas and offices are investigated.  Reviews reports of allegation of reprisal investigations that were not resolved at the field level and provides recommendations to management for resolution.  Forwards unresolved reports to the OSH Program Manager for resolution.

I.  Coordinates the use of SMIS to support the needs of mission areas and offices for collecting, and analyzing accident data involving injuries, illnesses, and property damage.  Reviews accident/incident information in SMIS to verify accuracy/completeness and ensures that appropriate action is taken to correct deficiencies and prevent recurrence.

J.  Analyzes mission area and office accidents and provides periodic reports detailing trends and recommendations for prevention to the Associate and Regional Directors or local management.

K.  Coordinates with local CDSPCs to identify training resources and to develop and conduct occupational safety and health training to meet mission area and office needs.

L.  Develops and maintains OSH promotional programs to provide information to specific mission area and office target audiences, to include safety training materials, journals, reference documents, posters, signs.  Participates in awareness and promotional programs in coordination with the OSH Program Manager.

M.  Provides assistance to mission area and Regional office management, CDSPCs, and OSH representatives in the implementation and compliance with the OSH Program components and elements listed in paragraph 2.7V.

N.  Oversees the ionizing radiation program.

11.  Regional Safety Managers.

A.  Administer the OSH Program for their respective regional locations.

B.  Advise and supports regional management in implementation and compliance with OSH Program responsibilities.

C.  Participate on the OSH Council and work groups to provide insight into field science programs, problems, or issues.

D.  Coordinate and assists CDSPCs with documenting annual self-conducted compliance inspections at local field sites.

E.  Conduct formal external inspections of science centers and their facilities based on high hazard, high accident rates, or programmatic deficiencies and document recommendations for corrective actions to correct deficiencies in the DOI IAS.

F.  Coordinate external OSH inspection scheduling with the OSH Program Manager or designee and local science center staff.

G.  Track local science center corrective actions through resolution.

H.  Complete an annual OSH Program policy self-assessment in the DOI IAS.

I.  Evaluate region and science center occupational safety and health staffing levels and effectiveness in implementing the OSH Program, makes recommendations to the Regional Director as appropriate.  

J.  Submit requests for variances from OSHA regulations and OSH standards, and changes to OSH Program policies to the OSH Program Manager.

K.  Ensure that regional allegations of reprisal, reports of unsafe or unhealthful working conditions, and accidents/incidents are investigated.  Review reports of allegation of reprisal investigations that were not resolved at the field level and provide recommendations to management for resolution.  Forward unresolved reports to the OSH Program Manager for resolution.

L.  Recommend new OSH Program policies, directives, and guidelines to the OSH Program Manager or OSH Council.

M.  Coordinate regional OSH Program implementation and compliance with OSHA, national consensus standards, DOI, and USGS OSH Program policies.

N.  Facilitate establishment of contracts associated with occupational safety and health, industrial hygiene, information resources management, and fire protection engineering as needed.

O.  Coordinate with local CDSPCs to identify training resources and to develop and conduct occupational safety and health training to meet regional needs.

P.  Coordinate the development and maintenance of regional OSH promotional programs to provide information to specific region and field target audiences, to include safety training materials, journals, reference documents, posters, signs.  Participate in awareness and promotional programs in coordination with the OSH Program Manager.

Q.  Provide assistance to regional management and CDSPCs in the implementation and compliance with the OSH Program components and elements listed in paragraph 2.7V.

R.  Coordinate the use of SMIS to support regional needs for collecting, and analyzing accident data involving injuries, illnesses, and property damage.  Review regional accident/incident information in SMIS to verify accuracy/completeness and ensure that appropriate action is taken to correct deficiencies and prevent recurrence.

S.  Analyze regional accidents and provide periodic reports detailing trends and recommendations for prevention to regional and local field management.

12.  Science Center Directors, Cost Center Managers and Project Chiefs.

A.  Demonstrate personal commitment for the occupational safety and health of employees, contractors, concessionaires, volunteers, and visitors. 

B.  Implement OSH Program requirements within the scope of authority.

C.  Appoint appropriate resources to provide services to field managers, supervisors, and employees and to implement OSH Programs within their respective organizations.   

D.  Coordinate application review with the OSH Program Manager for full-time occupational safety and health vacancies meeting OPM qualifications for GS-018/690/803.  (Reference 29 CFR 1960.7.)

E.  Provide appropriate occupational safety and health training for employees.

F.  Inspect operations for hazardous activities and conditions and documents deficiencies in IAS.  Eliminate deficiencies as soon as possible.

G.  Ensure employees use personal protective equipment as necessary to prevent injury, property damage, or occupational diseases.

H.  Report and investigate job-related accidents that result in or have the potential to cause injury, illness, or property damage.  Verifies that accidents are reported in SMIS at https://www.smis.doi.gov.

I.  Report all serious accidents to the Regional Safety Manager or OSH Program Manager within four (4) hours of occurrence.  Coordinate with the OSH Program Manager to facilitate Serious Accident Investigation investigations.

J.  Hold employees accountable for safe work habits through employee performance standards.

K.  Ensure employees are aware of their rights under the 29 Code of Federal Regulations Part 1960. 

(1)  Section 11 of the Occupational Safety and Health Act protects the right of employees to refuse dangerous work without fearing retaliation.  The right to refuse to do a task is protected if all of the following conditions are met:

(a)  Where possible, the employee has asked the supervisor to eliminate the danger, and the supervisor failed to do so.

(b)  The employee refused to work in "good faith."  This means that the employee must genuinely believe that an imminent danger exists.

(c)  A reasonable person would agree that there is a real danger of death or serious injury.

(d)  There is not enough time, due to the urgency of the hazard, to have it corrected through regular enforcement channels, such as requesting for an inspection by the safety staff or by the Occupational Safety and Health Administration.

L.  Ensure employees are able to participate in the OSH Program and that no employee is subjected to restraint, interference, coercion, discrimination, or reprisal by virtue of submitting an oral or formal written report within the organization or to higher levels of authority.

M.  Require integration of occupational safety and health practices into the job through the use of job hazard analyses.  (Reference SM 445-2-H.15, Job Hazard Analyses.)

N.  Ensure annual self-conducted inspections of all local facilities are performed in accordance with 29 CFR 1960.25(c) and documented within the DOI IAS.  Review inspection findings to ensure that abatement actions for deficiencies are appropriately addressed.

O.  Ensure the implementation of the OSH Program components and elements listed in paragraph 2.7V as applicable.

P.  Implement contract activities in compliance with SM 445-2-H.33, Contractor Safety and Health.

Q.  Establish and document a safety awareness program to reinforce safety concepts and goals using one or more of the following methods:

(1)  Establishing local safety committees (required for cost centers with over 20 employees).

(2)  Engaging in dialog with employees to raise and maintain safety awareness.

(3)  Encouraging and supporting formal or informal training sessions.

(4)  Holding pre- or post-field trip meetings with individuals or groups.

(5)  Holding all-employee meetings.

(6)  Communicating with employees through email and/or performance reviews.

R.  Require that the occupational safety and health poster (Appendix A) be posted in all offices and facilities under their authority, inclusive of accurate contact information.

S.  Ensure the implementation of occupational safety and health responsibilities by employees who are permanently or temporarily assigned to from another cost center or location.  (Reference Appendix B, Cross-Office Safety and Health Responsibilities.)

T.  Appoint Collateral Duty Safety Program Coordinators (CDSPCs). 

13.  Employees.

A.  Comply with work rules and procedures including the use of provided safety equipment.

B.  Report unsafe and/or unhealthful working conditions in accordance with SM 445-2-H.8.

C.  Exercise OSH Program rights and responsibilities without fear of restraint, interference, coercion, discrimination, or reprisal for reporting an unsafe or unhealthful condition, or otherwise participating in the OSH Program.

D.  Actively participate in occupational safety and health education and training activities.

E.  Report to supervisors job-related accidents or incidents that result in, or have the potential to cause, injury, illness, or property damage and any physical or mental condition that adversely affects the ability to perform a job in a safe and healthful manner.

14.  Collateral Duty Safety Program Coordinators.

A.  Facilitate formal annual self-inspections of facilities and field sites to identify/investigate hazards and unsafe or unhealthful conditions.

B.  Assist local management and employees with establishing a local occupational safety and health program and compliance with occupational safety and health rules and regulations.

C.  Serve as OSH Program advisors to local management.  Participate in occupational safety and health councils or committees, and subordinate work groups.

D.  Coordinate local OSH Program activities.

E.  Assist in reviewing drafts of OSH Program guidelines and other documentation and in conducting research on occupational safety and health issues.

15.  Occupational Safety Council, Committees, and Work Groups.

A.  The OSH Council serves as an advisory body to the DASHO and the ELT on OSH Program matters.

B.  Specialized Safety Program Committees serve as advisory bodies to the DASHO and the OSH Council.

C.  Committees in field locations serve as advisory bodies to local management.

D.  All councils and committees coordinate program activities and exchanging information.  Activities provide a channel for communication between employees and management to assist in providing a safe and healthful workplace, encourage employees to comply with pertinent occupational safety and health requirements, and practice safe procedures during off-duty hours.

E.  Work groups may be established by the OSH Council, Specialized Program Committees, and field organizations, to address specific OSH Program, operational, or location issues.

/s/ Jose R. Aragon                                                                  August 15, 2015
___________________________________________          ___________________
Jose R. Aragon                                                                                   Date
Associate Director for Administration


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