Building a Safety Culture in Cooperative Extension May 22, 2012 Brian Oatman Director, Risk & Safety Services

Why Safety? Reasons for Safety/Risk Management Programs: Prevent injuries, losses Reduce the cost of claims Reduce lost time Regulation and policy Control costs due to regulatory requirements Goal: Make safety an integrated part of programs

Methods Tools we used to identify problem and develop solutions: Risk Assessment Review past claims Incident Reports Surveys Talk to groups (County Directors, Admin, etc.) Onsite reviews/audits Monitor regulatory changes and agency enforcement

Methods Risk Assessment (details) 2003 UCCE Risk Assessment identified 11 of 40 risks (and 3 of top 10) related to Safety or Risk Management o Facilitated meetings with core group of CE leaders 2011 Risk Assessment of Multi-County Partnership - plan for structural change to CE administration o Surveys o Facilitated meeting o Stakeholder groups

Methods Risk Assessment (details) Identify key risks to achieving objectives Rank by impact/likelihood Identify potential mitigation measures Evaluate anticipated effectiveness Implement selected mitigation measures Monitor and adapt

Implementation Keys to implementation: Support from leadership – is key to success Engage stakeholders – leverage existing workgroups Meet with staff – ask about their concerns and needs Visit sites – understand how they operate Find advocates and work with them Provide practical solutions, not problems

Safety Coordinator Program Safety Coordinator (located at each office) Roles & responsibilities o Office/location liaison with ANR EH&S office o Maintain written Safety Program (IIPP) o Conduct or coordinate worksite inspections o Conduct or coordinate safety training o Assist with injury investigation o Assist with review and assessment of safety program o Resource for safety information, maintain required postings Statewide training roadshow Quarterly webinars Collaborative website/ list

EH&S Activities Develop Policies, Guidelines, Forms & Plans Training (onsite, online, resources) Safety Notes Onsite Risk & Safety Reviews Analyze injuries/accidents – develop control strategies

EH&S Activities Monitor agency inspections and assist with response/correction Monitor compliance with permit requirements (air, water, etc.) Provide notification of new/changing regulations that affect operations Administer Be Smart About Safety funds to reduce workplace injuries

Be Smart About Safety (BSAS) UC System-wide program Workers Compensation funds are used for projects/equipment/training that can be expected to reduce the frequency or severity of employee injuries. Ergonomic equipment purchases are allowed, provided an ergonomic assessment has been completed. BSAS funds may not be used for operating expenses or routine personal protective equipment.

Resources Resources developed/targeted for: CE & RECs o Safety notes and training specific to field research activities o Site-specific emergency plans & compliance plans (confined space, spill prevention, chemical hygiene, etc.) o Safe operations manual/training for hazardous equipment (cotton gin, feed mill, etc.) o Respiratory safety program – fit testing

Resources Resources developed/targeted for: 4-H o Policy o Safety Manual o Camp Safety Guide o Water Safety Guide o Clover Safe Notes o Safety/Risk Management Tool

Resources Resources developed/targeted for: Master Gardener Program o Policy o Safety Manual o Thinking Safe & Green Notes o Training o Accident Insurance

Assessment Surveys ANR University system-wide o ANR Staff/Academics had better awareness of safety responsibilities than their campus counterparts o ANR staff/Academics know when/where to get help Website Statistics Approx. 10,000 “page views” per quarter

Lessons Learned Do your homework Know laws, regulations, policies, best practices o Need to answer, “Why?” Monitor regulatory activities o Know agency initiatives/concerns o Identify impacts to CE programs Review past injuries and insurance claims o Demonstrate what adverse events have happened Engage stakeholders in developing program o Easier acceptance when part of the process

Website Links EH&S Homepage: Safety Notes: Safety Training: Forms and Plans: 4-H Safety: Master Gardener Safety: Risk Services:

University of California Agriculture and Natural Resources Risk & Safety Services Brian Oatman Director, Risk & Safety Services or For More Information