1. Recordkeeping for Public Sector Employers in Oklahoma

2. Objective of Today’s Training
Provide a brief overview of basic recordkeeping requirements
Discuss the Public Sector Survey

3. Recordkeeping Basics
The Oklahoma Occupational Health & Safety Act of adopts the Federal OSHA Recordkeeping requirements, with a few minor variations:
Must use OK Forms
Must notify Oklahoma Department of Labor if there is a fatality of even one employee, or catastrophe (hospitalization of five or more workers for treatment) within 48 hours
Fatality & catastrophe report must be in writing on forms prescribed by the Commissioner – which are available on our website at:
alityForm.pdf

4. Recordkeeping Basics Occupational Health & Safety Act of 1970
Part 1904 Recording and Reporting Occupational Injuries and Illnesses
Partial exemption with employers with 10 or fewer employees
10 or fewer employees during the last calendar year do not have to keep OSHA injury and illnesses records unless OSHA or the BLS notifies you in writing
Partial exemption for establishments in certain industries
If your business establishment is classified in a specific low hazard retail, service, finance, insurance or real estate industry do not have to keep OSHA injury and illnesses records unless the government ask you to keep records

5. Recordkeeping Basics
In both and Partial Exemption Establishments and all Private Employers, as required by (Reporting fatalities, hospitalizations, amputations, and losses of an eye as a result of work- related incidents) must;
Within eight (8) hours after the death of any employee as a result of a work-related incident, you must report the fatality to the Occupational Safety and Health Administration (OSHA), U.S. Department of Labor
Within twenty-four (24) hours after the in-patient hospitalization of one or more employees or an employee's amputation or an employee's loss of an eye, as a result of a work-related incident, you must report the in-patient hospitalization, amputation, or loss of an eye

6. Recordkeeping Basics
You must report the fatality, inpatient hospitalization, amputation, or loss of an eye using one of the following methods:
By telephone or in person to the OSHA Area Office that is nearest to the site of the incident.
By telephone to the OSHA toll-free central telephone number, OSHA ( ).
By electronic submission using the reporting application located on OSHA's public Web site at

7. Employers are not required to keep OSHA injury and illness records for any establishment classified in the following North American Industry Classification System (NAICS) codes, unless they are asked in writing to do so by OSHA, the Bureau of Labor Statistics (BLS), or a state agency operating under the authority of OSHA or the BLS. All employers, including those partially exempted by reason of company size or industry classification, must report to OSHA any employee's fatality, in-patient hospitalization, amputation, or loss of an eye
NAICS Code
Industry
Other Motor Vehicle Dealers.
Electronics and Appliance Stores.
Health and Personal Care Stores.
Gasoline Stations.

8.
Clothing Stores.
Shoe Stores.
Jewelry, Luggage, and Leather Goods Stores.
Sporting Goods, Hobby, and Musical Instrument Stores.
Book, Periodical, and Music Stores.
Florists.
Office Supplies, Stationery, and Gift Stores.
Nonscheduled Air Transportation.
Pipeline Transportation of Crude Oil.

9.
Pipeline Transportation of Natural Gas.
Other Pipeline Transportation.
Scenic and Sightseeing Transportation, Other.
Freight Transportation Arrangement.
Newspaper, Periodical, Book, and Directory Publishers.
Software Publishers.
Motion Picture and Video Industries.
Sound Recording Industries.
Radio and Television Broadcasting.
Wireless Telecommunications Carriers (except Satellite).

10.
Telecommunications Resellers.
Other Telecommunications.
Internet Service Providers and Web Search Portals.
Data Processing, Hosting, and Related Services.
Other Information Services.
Monetary Authorities Central Bank.
Depository Credit Intermediation.
Non depository Credit Intermediation.
Activities Related to Credit Intermediation.
Securities and Commodity Contracts Intermediation and Brokerage.
Securities and Commodity Exchanges.

11.
Other Financial Investment Activities.
Insurance Carriers.
Agencies, Brokerages, and Other Insurance Related Activities.
Insurance and Employee Benefit Funds.
Other Investment Pools and Funds.
Offices of Real Estate Agents and Brokers.
Lessors of Nonfinancial Intangible Assets (except Copyrighted Works).
Legal Services.
Accounting, Tax Preparation, Bookkeeping, and Payroll Services.
Architectural, Engineering, and Related Services.
Specialized Design Services.
Computer Systems Design and Related Services

12.
Management, Scientific, and Technical Consulting Services.
Scientific Research and Development Services.
Advertising and Related Services.
Management of Companies and Enterprises.
Office Administrative Services.
Business Support Services.
Travel Arrangement and Reservation Services.
Investigation and Security Services.
Elementary and Secondary Schools.
Junior Colleges.
Colleges, Universities, and Professional Schools.
Business Schools and Computer and Management Training

13.
Technical and Trade Schools.
Other Schools and Instruction.
Educational Support Services.
Offices of Physicians.
Offices of Dentists.
Offices of Other Health Practitioners.
Outpatient Care Centers.
Medical and Diagnostic Laboratories.
Child Day Care Services.
Agents and Managers for Artists, Athletes, Entertainers, and Other Public Figures.
Independent Artists, Writers, and Performers.
Rooming and Boarding Houses.

14.
Full-Service Restaurants.
Limited-Service Eating Places.
Drinking Places (Alcoholic Beverages).
Electronic and Precision Equipment Repair and Maintenance.
Personal and Household Goods Repair and Maintenance.
Personal Care Services.
Death Care Services.
Religious Organizations.
Grant making and Giving Services.
Social Advocacy Organizations.
Civic and Social Organizations.
Business, Professional, Labor, Political, and Similar Organizations

15. Recordkeeping Basics
There are three recordkeeping forms required by PEOSH to be used:
OK Form 300 – Log of Work-Related Injuries and Illnesses
OK Form 301 – First Notice of Injury and Incident Report (may use alternative form if it meets the requirements)
OK Form 300A – Annual Summary of Work- Related Injuries and Illnesses

18. OK 301
You must fill out an OK301 form for each recordable injury or illness.

19. OK 300A
The OK300A must be posted from February 1st – April 30th the following year.

20. Recording Criteria (1904.4) Is work-related; and Is a new case; and
Each public sector employer must keep records of fatalities, injuries, and illnesses and must record each fatality, injury and illness that:
Is work-related; and
Is a new case; and
Meets one or more of the general recording criteria:
death,
days away from work,
restricted work or transfer to another job,
medical treatment beyond first aid, or loss of consciousness
a significant injury or illness diagnosed by a physician or other licensed health care professional, even if it does not result in death, days away from work, restricted work or job transfer, medical treatment beyond first aid, or loss of consciousness.

21. Employees
Employees include all employees on your payroll, whether they are hourly, salary, executive, part-time or seasonal.
Also includes those who are not on your payroll if you supervise these employees on a day to day basis:
Contract labor
Temporary labor

22. Temp Employees
Injuries that occur to temporary workers that you supervise on a day to day basis are recorded on your OK300 log and you must complete and OK301 form for each case.
You must also report any fatalities/catastrophes that may occur to these temp employees.
You must also count their hours worked when figuring up hours for your annual summary.
Ultimately, you are responsible for their safety and health while they are performing duties for you.

23. Multiple Locations
You must keep a separate OK 300 and 300A for each single fixed worksite that is expected to be in operation for one year or greater.
You can keep the records at a central location, provided you can:
Transmit accident reports to the recordkeeper and get the injuries recorded within 7 days and;
You are able to transmit the records back to the workplace or jobsite within 4 hours if requested by government officials, or by the next business day if requested by the employee or their authorized representative.

24. Work-Relatedness
Cases are considered to be work- related if an event or exposure in the work environment:
Either caused or contributed to the resulting condition
Significantly aggravated a pre-existing injury or illness.

25. The Work Environment The work environment is considered to include:
The establishment or other locations where one or more employees are working or are present as a condition of their employment.

26. Work-Related Exceptions
Injuries or illnesses that meet the following criteria would not be considered recordable:
At the time of the injury or illness, the employee was present as a member of the general public, rather than as an employee
The injury or illness involves signs or symptoms that surface at work but resulted solely from a non-work- related event or exposure that occurred outside the work environment
The injury or illness results solely from voluntary participation in a wellness program or in a medical, fitness or recreational activity, such as blood donation, physical examination, flu shot, exercise class, racquetball, softball or basketball.

27. Work-Related Exceptions (Continued)
The injury or illness is solely the result of an employee eating, drinking or preparing food or drink for personal consumption (whether bought on premises or brought in).
Note: If the employee is made ill by ingesting food contaminated by workplace contaminants (such as lead), or gets food poisoning from food provided by the employer, the case would be considered work-related.
The injury or illness is solely the result of an employee doing a personal task (unrelated to their employment) at the establishment outside of the employees assigned working hours.

28. Work-Related Exceptions (Continued)
The injury or illness is solely the result of personal grooming, self-medication for a non-work-related condition, or is intentionally self-inflicted.
The injury or illness is caused by a motor-vehicle accident and occurs on the company parking lot or access road while the employee is commuting to or from work.
The illness is the common cold or flu
Note: Contagious diseases such as TB, Hep A, Brucellosis, EBV or plague are considered work related if the employee is infected at work.
The illness is a mental illness. (Mental illness is not considered work-related unless the employee voluntarily provides the employer with a statement from a qualified PLHCP stating the employee has a mental illness that is work-related.)

30. Medical Treatment
Means the management and care of a patient to combat disease or disorder
Does not include:
Visits to the PLHCP solely for observation or counseling
Diagnostic procedures
First aid

31. First Aid
Using non-prescription medication at non- prescription strength.
Tetanus immunizations.
Cleaning, flushing, or soaking surface wounds on the skin.
Wound coverings, butterfly bandages, steristrips.
Hot or cold therapy (regardless of the number of treatments.)
Non-rigid means of support.
Temporary immobilization devices used to transport an accident victim.

32. First Aid (continued)
Drilling of a fingernail or toenail, draining fluid from a blister.
Eye patches.
Removing splinters or foreign material
- From areas other than the eye by irrigation, tweezers, cotton swabs or other simple means.
- Removing foreign material from the eye by simple irrigation is considered first aid.
Finger guards.
Massage.
Drinking fluids to relieve heat stress.

33. Counting Days Away, Restricted or Transferred
You must count all calendar days, including weekends and holidays, even if the employee is not scheduled to work.
You may stop counting days when:
the employee has been released to full duty
leaves due to reasons unrelated to the injury or illness (such as retirement, or taking another job)
Reaches the cap of 180 days (in combination of days away, restricted or transferred)

34. Recording A Case
You must, within 7 days of the incident being reported:
Determine if the case meets the recording criteria and
Enter it on the OK 300 log and
Complete an OK 301 form
Your entry must be complete and in detail and in accordance with the instructions provided in the packet and the standards.

35. One has no bearing upon the other!
Keep in Mind: The Recordkeeping System & Workers Compensation Systems are completely separate systems.
One has no bearing upon the other!
You may have cases that are compensable, but not recordable.
You may have cases that are recordable, but not compensable.

36. Annual Public Sector Survey
Participation in the Public Sector Survey is mandatory for all Public Sector Employers.
The Survey is conducted by a branch of the Public Employee’s Occupational Safety & Health Division, the Statistical Research Unit.
First mailings go out typically the 1st week of January. Over 5000 surveys are sent.
The Public Employer is required to complete the survey electronically.
A second mailing goes out near the end of February/1st of March
Third mailing goes out this week! (2nd week of April)
Final notice goes out the first week of May

38. Annual Public Sector Survey
Non-responders are contacted by phone from Mid-May through early June by the Statistical Unit.
The non-responder list is turned over to PEOSH at the end of May for enforcement activity.
If you need assistance with the survey, please call Shelly Hurst at

39. Changes to the Public Sector Survey
If you have a new facility, or consolidate with another entity, you need to notify the Public Sector Survey prior to the start of the survey year so your Survey can be updated.
Also notify the Public Sector Survey if your facilities are not properly broken down into individual facilities.
Note: Changes cannot be made while the survey is active.
Shelly Hurst –

40. Occupational Safety and Health Administration
Final Rule Issued to Improve Tracking of Workplace Injuries and Illnesses
The new rule, which takes effect Jan. 1, 2017, requires certain employers to electronically submit injury and illness data that they are already required to record on their onsite OSHA Injury and Illness forms. The amount of data submitted will vary depending on the size of company and type of industry.
OSHA will provide a secure website that offers three options for data submission.

41. Compliance schedule
Establishments with 250 or more employees in industries covered by the recordkeeping regulation must submit information from their 2016 Form 300A by July 1, These same employers will be required to submit information from all 2017 forms (300A, 300, and 301) by July 1, Beginning in 2019 and every year thereafter, the information must be submitted by March 2.
Establishments with employees in certain high- risk industries must submit information from their Form 300A by July 1, 2017, and their 2017 Form 300A by July 1, Beginning in 2019 and every year thereafter, the information must be submitted by March 2.

42. NAICS
Industry 11
Agriculture, forestry, fishing and hunting 22
Utilities 23
Construction
31-33
Manufacturing 42
Wholesale trade
4413
Automotive parts, accessories, and tire stores
4421
Furniture stores
4422
Home furnishings stores
4441
Building material and supplies dealers
4442
Lawn and garden equipment and supplies stores
4451
Grocery stores
4452
Specialty food stores

43. 4521
Department stores
4529
Other general merchandise stores
4533
Used merchandise stores
4542
Vending machine operators
4543
Direct selling establishments
4811
Scheduled air transportation
4841
General freight trucking
4842
Specialized freight trucking
4851
Urban transit systems
4852
Interurban and rural bus transportation
4853
Taxi and limousine service
4854
School and employee bus transportation

44. 4855
Charter bus industry
4859
Other transit and ground passenger transportation
4871
Scenic and sightseeing transportation, land
4881
Support activities for air transportation
4882
Support activities for rail transportation
4883
Support activities for water transportation
4884
Support activities for road transportation
4889
Other support activities for transportation
4911
Postal service
4921
Couriers and express delivery services
4922
Local messengers and local delivery
4931
Warehousing and storage

45. 5152
Cable and other subscription programming
5311
Lessors of real estate
5321
Automotive equipment rental and leasing
5322
Consumer goods rental
5323
General rental centers
5617
Services to buildings and dwellings
5621
Waste collection
5622
Waste treatment and disposal
5629
Remediation and other waste management services
6219
Other ambulatory health care services
6221
General medical and surgical hospitals
6222
Psychiatric and substance abuse hospitals

46. 6223
Specialty (except psychiatric and substance abuse) hospitals
6231
Nursing care facilities
6232
Residential mental retardation, mental health and substance abuse facilities
6233
Community care facilities for the elderly
6239
Other residential care facilities
6242
Community food and housing, and emergency and other relief services
6243
Vocational rehabilitation services
7111
Performing arts companies
7112
Spectator sports
7121
Museums, historical sites, and similar institutions
7131
Amusement parks and arcades
7132
Gambling industries

47. 7211
Traveler accommodation
7212
RV (recreational vehicle) parks and recreational camps
7213
Rooming and boarding houses
7223
Special food services
8113
Commercial and industrial machinery and equipment (except automotive and electronic) repair and maintenance
8123
Dry-cleaning and laundry services

49. Oklahoma Public Sector Incidence Rates
YEAR
2015
2014
2013
2012
2011
2010
2009
2008
2007
2006
2005
2004
TOTAL
Incidence Rate
3.8
4.0
4.3
4.5
4.7
5.0
5.3
5.1
5.4
5.6
5.7
STATE
2.8
2.9
3.1
3.4
3.7
3.9
4.1
LOCAL
5.5
6.0
6.2
6.1
6.3
6.6
6.8
CITY
8.4
8.5
9.2
10.2
10.8
12.1
11.4
11.3
12.5
12.4
 COUNTY
3.6
4.4
5.2
5.9
5.8
6.4
6.5
SCHOOLS
3.2
3.5
Source: Oklahoma Department of Labor, Statistical Research Division, Public Sector Survey

50. Top 10 Lost Workday Cases for All Public Sector - 2015

51. Top 5 Lost Workday Cases – Public Schools - 2015

52. Top 5 Lost Workday Cases – Counties - 2015

53. Top 5 Lost Workday Incidents – Cities -2015

54. Top 5 Lost Workday Cases – State Agencies - 2015

55. Key Points To Remember Forms must be filled out complete and in detail
You must maintain your OK 300 and OK 300A each year, even if you did not have any recordable cases during the year. (You must also post your OK300A.)
You must count all calendar days away, restricted and transferred, including weekends and holidays, even if the employee is not scheduled to work.
Recordkeeping and Workers’ Compensation forms do not serve the same purpose and the two systems are not interactive. One has no bearing upon the other.
These records are required for a purpose. Utilize your records to look for trends, identify hazards and improve your safety and health management system.

56. ODOL’s Website Forms http://www.ok.gov/odol/Services/ PEOSH_Forms.html
Training Video
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57. Recordkeeping Resources
OSHA’s website
Regulatory Text splay_standard_group?p_toc_level=1&p_p art_number=1904
OSHA Recordkeeping Handbook index.html
OSHA Recordkeeping Advisor
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Recordkeeping Resources

58. Any questions?

59. For More Information, Contact:
PEOSH Oklahoma Dept. of Labor 3017 N. Stiles, Suite 100 Oklahoma City, OK (888)