© Business & Legal Reports, Inc OSHA Inspections, Citations, and Penalties Massachusetts Care Self-Insurance Group, Inc. S afety A wareness F or E veryone from Cove Risk Services

© Business & Legal Reports, Inc Session Objectives Identify how investigations are triggered Develop an inspection action plan Understand the steps in the inspection process Assume an effective role in the inspection Successfully deal with the outcome of an inspection You will be able to:

© Business & Legal Reports, Inc What Triggers Inspections? –Imminent danger –Fatality or catastrophe –Employee complaint –Referral or follow-up

© Business & Legal Reports, Inc Targeted Inspections OSHA: –Has limited resources –Selects industries based on SIC codes –Profiles “high hazard” facilities –Conducts data collection initiatives

© Business & Legal Reports, Inc OSHA Inspection Action Plan –Procedures for handling the inspection process –Responsibilities of key personnel –Equipment needed for the inspection

© Business & Legal Reports, Inc Flashlights PPE Facility map Inspection Tool Box Cameras Clipboard, paper, pens

© Business & Legal Reports, Inc Inspector Arrives –Understand and implement your OSHA inspection plan –Alert key personnel –Prepare conference room –Check inspector credentials

© Business & Legal Reports, Inc Level of Cooperation –Cooperating –Exercising your right to a warrant –Being completely uncooperative –Setting an adversarial tone Adversarial Cooperative Right to Warrant Uncooperative

© Business & Legal Reports, Inc Opening Conference –Employee representative –Explanation of purpose of visit –Explanation of inspection process –Trade secret protection –Use of a camera or testing instruments –No retaliation

© Business & Legal Reports, Inc Opening Conference Tips –Take detailed notes –Ask questions –Answer the inspector’s questions directly –Don’t volunteer unnecessary information –Always be truthful

© Business & Legal Reports, Inc Documentation Requested –Injury and illness logs –Written safety programs –Training records –Documentation related to specific safety programs –Control of the flow of information

© Business & Legal Reports, Inc Your Safety and Health Program –Multifaceted –Employee participation and acceptance –Management commitment and leadership –Evidence of a safety culture and “good-faith” efforts –Expanded inspection not warranted

© Business & Legal Reports, Inc Inspection Preliminaries: True or False? If you’re in a “high hazard” industry, you’re more likely to be inspected by OSHA Only management personnel are present at the opening conference You could be fined or jailed for lying to an OSHA inspector Inspectors must have subpoenas to look at your safety and health documentation

© Business & Legal Reports, Inc Inspection Preliminaries Do you understand: –What prompts inspections? –How to prepare for an inspection? –Preliminary inspection procedures?

© Business & Legal Reports, Inc Walkaround –Wear required PPE –Follow process flow –Start at area of complaint –Inspector may note apparent violations in plain view

© Business & Legal Reports, Inc Side-by-Side Documentation –Record what OSHA records –Take pictures –Sample what OSHA samples –Make a copy of documents OSHA wants to take –Have your safety consultant there, if you use one

© Business & Legal Reports, Inc Fix Hazards and Run Equipment –Quickly fix hazards identified by inspector –Explain why an apparent violation is not an actual violation –Operate machines if inspector asks –Ensure that guards are in place and operator is trained

© Business & Legal Reports, Inc Employee Interviews –Question employees privately –Determine safety knowledge and culture –Determine if employees can discuss safety concerns with management –Find out if employees have any safety concerns

© Business & Legal Reports, Inc Closing Conference –Delay of the closing conference –Discussion of all apparent violations –Discussion of relevant OSHA standard(s)

© Business & Legal Reports, Inc Closing Conference (cont.) –Abatement requirements –OSHA consultation programs –Post-conference violations and citations

© Business & Legal Reports, Inc Your Role in the Closing Conference –Take notes and listen –Explain mitigating factors that prove why a situation is not really a violation –Provide proof of abatement efforts that are in process

© Business & Legal Reports, Inc Citations and Penalties –Format of the citation –Citation posted for 3 days or until abatement completed –Proposed penalties due, unless contested –Penalties for failure to abate and for repeated violations

© Business & Legal Reports, Inc Abatement –Abatement deadline determined –Abatement goals provided by inspector –Successful abatement methods discussed –Progress reports may be required –Abatement dates may be modified

© Business & Legal Reports, Inc Right to Appeal –15 working days –Submitted in writing –Posting the appeal –Occupational Safety and Health Review Commission –Lawyers and consultants

© Business & Legal Reports, Inc Informal Conference and Settlement Agreement –Discuss citations and penalties –Be prepared with evidence, arguments, and contrition –Offer of expedited settlement agreement –Don’t make promises you can’t keep

© Business & Legal Reports, Inc Inspection Process: Multiple Choice What should you photograph or videotape during an investigation? c. The final summary of the inspection c. When the inspector completes the final report a. Everything the inspector does b. Only when the inspector finds a citation When will you find out if you are being cited for OSHA violations? a. At the closing conference b. When the inspector arrives at your facility

© Business & Legal Reports, Inc Inspection Process: Multiple Choice (cont.) Who decides the abatement method? a. A neutral source b. OSHA does c. You do Who hears an appeal of an OSHA citation? a. A lawyer b. The Occupational Safety and Health Review Commission c. The inspector who performed your walkthrough

© Business & Legal Reports, Inc Inspection Process Do you understand: –What the inspector will do and look for? –What you should do during the inspection? –How employee interviews will be conducted? –The purpose of the closing conference? –Citation, penalty, and abatement procedures? –Settlements and appeals?

© Business & Legal Reports, Inc Key Points to Remember An OSHA inspection will go more smoothly and produce a better result if you are prepared with an inspection action plan During the inspection, document what the inspector sees and records Respond to citations immediately and abate violations promptly Exercise your right to appeal citations if you believe you are not in violation

© Business & Legal Reports, Inc Questions? Massachusetts Care Self-Insurance Group, Inc. S afety A wareness F or E veryone from Cove Risk Services