Safety Manual
DigiPen Institute of Technology
2005

Contents 1 Element 1 - Safety Orientation 1.1 Fire Emergency 1.2 Earthquake Emergency 1.3 Hazardous chemicals 2 Element 2 - Safety Committee 3 Element 3 - Fire Exit Procedures 4 Element 4 - First Responder Policy and Procedures 5 Element 5 - Emergency Closure Plan 6 Element 6 - Earthquake Procedures 7 Element 7 - Introduction to PPE's 8 Element 8 - Hazardous Chemical Communication Program

Element 1 - Safety Orientation

The Director of Safety and Security will give each employee a safety orientation when first hired. The orientation will cover the following items:

1. A description of the accident prevention program:
   • We have a formal written accident prevention program as described in WISHA regulations (WAC 296-800-140).
   • It consists of this safety orientation and a safety committee that is described in Part 2 below.
   • We also have basic safety rules that all employees must follow. They are:
     • Never do anything that is unsafe in order to get the job done. If a job is unsafe, report it to your supervisor or safety committee representative. We will find a safer way to do that job.
     • Do not remove or disable any safety device! Keep guards in place at all times on operating machinery.
     • Never operate a piece of equipment unless you have been trained and are authorized.
     • Use your personal protective equipment whenever it is required.
     • Obey all safety-warning signs.
     • Working under the influence of alcohol or illegal drugs or using them at work is prohibited.*** Do not bring firearms or explosives onto company property.
     • Smoking is only permitted outside the building away from any entry or ventilation intake.
     • Horseplay, running and fighting are prohibited
     • Clean up spills immediately. Replace all tools and supplies after use. Do not allow scraps to accumulate where they will become a hazard. Good housekeeping helps prevent accidents.
2. How and when to report injuries. Where first aid facilities are located.
   • If you are injured or become ill on the job, report this to the Vice President of Administration.
   • The first responder medical kit is located in the administration office inside the front counter. Additional medical kits are located at the entrance to the restrooms.
   • We provide First Aid/CPR and fire extinguisher training for selected staff members.
   • Emergency phone numbers are posted on the safety bulletin board located in the employee kitchen.
   • An online form is available for Incident reporting at www.digipen.edu/Facilities/.
3. How to report unsafe conditions and practices.
   • If you see something that is unsafe or someone working unsafely, immediately report it to security or the administration office.
4. What to do in an emergency including how to exit the workplace.
   • Evacuation plans are located in every classroom and in the administration office. All new employees will receive a copy of the plan in their safety manual. Evacuation maps are posted throughout the building showing the location of exits, fire extinguishers and first aid kits.
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   Fire Emergency

   • Fire extinguisher awareness will be provided as part of this orientation.
   • If you discover a fire: Tell another person immediately. Call or have them call 911.
   • Do not attempt to fight the fire.
   • Tell other employees in the area to evacuate.
   • Go to the designated assembly point outside the building.

   
   

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   Earthquake Emergency

   • During an earthquake:
   • If you are inside a building:
   • Drop under a desk or table, cover your head and hold on. Stay away from windows, heavy cabinets, bookcases or glass dividers.
   • When the shaking stops, faculty and staff are to check for damage and available evacuation routes then begin an evacuation of their area to the designated assembly location.
   • Evacuation should proceed as quickly as possible since there may be aftershocks.
   • Faculty and staff must account for each employee and student in their work group as quickly as possible.
   • First aid certified employees should check for injuries and help evacuate injured employees. Do not attempt to move seriously injured persons unless they are in immediate danger.
   • If a gas odor is in the building, contact Nintendo Security (425-861-2508) and advise of the situation.
   • Employees must not re-enter the building once evacuation is complete.
   • Do not approach or touch downed power lines or objects touched by downed power lines.
   • Do not use the phone except for emergency use.
   • Turn on a radio and listen for public safety instructions.
   • If you are outside: Stand away from buildings, trees, telephone and electric lines.
   • If you are on the road: Drive away from underpasses/overpasses. Stop in a safe area. Stay in the vehicle.
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   Hazardous chemicals

   Identification of hazardous chemicals used at this location.

   • Safe use and emergency actions to take following an accidental exposure.
   • We use several chemicals, including solvents and cleaners. You will receive a separate orientation as part of our chemical hazard communication program on the hazards of these chemicals before you work with them or work in an area where they are used.
5. Use and care of required personal protective equipment (PPE).
   • Some tasks in our company require an employee to wear PPE to protect against injury.
   • You will be instructed by the area supervisor on the proper instructions for the specific PPEs that you will be using.
6. On-the-job training about what you need to know to perform the job safely.
   • Before you are first assigned a task the area supervisor will show you what to do along with safety instructions and required PPE.
   • We have established safety rules and personal protective equipment (PPE) requirements based upon a hazard assessment for each task.
   • Do not use equipment or attempt to do any of these tasks until you have received the required training and PPE.

Element 2 - Safety Committee

• The safety committee consists of two management level employees and two administrative level employees.
• Employees will elect from among themselves a representative to be on the committee.
• The safety committee members will elect a chairperson.
• The regularly scheduled meeting is held on the last Thursday of every month. This may be changed by vote of the committee.
• A committee member will be designated each month to keep minutes.

Element 3 - Fire Exit Procedures

• Phase 1 Evacuation
  • All members of the Institutes Community (faculty, staff and students) are responsible for being aware of fire evacuation routes, the locations of fire extinguishers and fire alarms in their work or study areas. Instructors or personnel who have groups of people under their direction are responsible for ensuring the orderly evacuation of these people in the event of a fire or fire alarm. In the event of a fire alarm all faculty, staff and students must evacuate their work or study areas and as far as possible shut down any operations that might become a hazard if unattended.
  • Instructors/ In Class Procedures
  • Get students attention.
  • Select one student to lead the class safely out of the building.
  • Assign two individuals for each student with disabilities to assist in their safe evacuation from the building.
  • Instruct students to stay in together in their group.
  • If possible bring class attendance sheet.
  • Make sure you are the last to leave the room and remember to close the door(s).
  • Take attendance of your class at the area of refuge.
  • Instructors must verify that there is no one missing from their group. If someone is unaccounted for, the authorities on the scene should be notified immediately.
  • Make sure that all persons remain in their safe zone away from the building.
  • Emergency vehicle access to all buildings must be kept clear of obstructions at all times.
  • Wait for status report from security.

• Administration/Evacuation Coordinator Procedures
  • Assign administrative personnel to sweep designated areas by assigning floor plan maps.
  • Call 911 to report the alarm.
  • Report to the main lobby entrance and attempt to contact the senior most employee on site.
  • Stand-by at main lobby entrance and wait for the fire department and security.
  • Receive facility status report from security.
  • Give the all clear for personnel to re-enter the facility once NOA or DigiPen Security has approved the building for occupancy.
  • Complete the Fire Drill Report Form.

Element 4 - First Responder Policy and Procedures

Definition and Purpose

DigiPen is committed to providing all employees and students with a safe and healthy working environment. In order to continue making DigiPen a safe place to work, it is imperative that all accidents, no matter how minor, be reported immediately to the administration office, and documented on an Incident Report Form in a timely manner.

DigiPen Emergency Response Policy

DigiPen’s first responders are trained on a voluntary basis and are not required as part their job duties to provide first aid or CPR to injured persons. In accordance with the Good Samaritan Act, DigiPen encourages trained personnel to assist all injured persons.

Medical Emergency Procedure

In the event of a medical emergency, call 911, locate the nearest first responder, and always advise security. Security officers are trained in CPR and basic first aid, and will direct the emergency response team (ambulance) to the injured person.

Safety Committee

It is the Safety Committee’s responsibility to investigate the cause(s) of an accident and take any necessary action to avoid a repeat occurrence. Any person(s) involved must document the injury or illness on an Incident Report Form within 24 hours if possible. Please follow the steps below:

Go to http://www.digipen.edu/Facilities/ Click on Incident Report Form and it will open a new window, allowing you to complete the form online. After completing the form be sure to click the submit button. Please make every effort to provide detailed, correct information, as it will be used for accident follow-up, prevention and monitoring of the safety program. Complete all sections and do not leave any sections blank. All Incident Report Forms should include comments as to how the incident can be prevented from happening again. If you have a problem using the Incident Report Form, or if you need help completing the form, please call Brian Rosell at 4402 or Ryan Fulcher at 4410.

Element 5 - Emergency Closure Plan

Purpose

In the event of physical conditions or circumstances that make it difficult to provide a safe and productive work environment, DigiPen may close its facilities. Examples of such circumstances include severe weather, utility problems, systems failures or other conditions, which directly affect DigiPen's facilities or the surrounding community.

Information Resources

When there is a building closure, employees and students will be notified via one or more of the following methods:

• E-mail
• Voice mail
• Web page notification
• Security personnel in the event of a power outage
• Employee emergency voice mail message (after hours)

For information regarding the reopening of the facilities following a closure, if not self-evident, DigiPen will provide an updated status report:

Emergency Voice Mail: (425) 895-4401

Coordination of Closure

Any information regarding emergency conditions should be forwarded to the Senior Vice President of Administration. In his/her absence the Vice President of Operations will assume this responsibility.

DigiPen’s Security, Facilities and Human Resources Departments are responsible for soliciting information from the media, weather services, local law enforcement agencies and utilities companies as well as the Department of Transportation, METRO, and other appropriate sources to assist in determining whether any company facilities should be closed.

Element 6 - Earthquake Procedures

Indoors

When you feel an earthquake, duck under a sturdy desk, table or other piece of sturdy furniture or equipment. Stay away from windows, bookcases, file cabinets, tall furniture, heavy mirrors or paintings and other objects that could fall. Watch out for falling plaster, lighting fixtures or ceiling tiles. Stay under cover until the shaking stops. If no desk or table is available, seek cover against an interior wall and protect your head and neck with your arms. Hold onto the desk or table. If it moves, move with it. Hold your position until the ground stops shaking and it is safe to move. Do not rush outdoors, since most injuries occur as people are leaving buildings from falling glass, plaster, bricks, debris, and electrical lines.

Outside

If you are outside, remain there and position yourself in the open. Move away from all buildings, overhangs, light poles and trees.

After the Earthquake

Take whatever actions necessary to prevent injuries and further damage. Check yourself and people around you for injuries. Do not attempt to move seriously injured people unless they are in immediate danger. Provide first aid where necessary. Do not panic and do all that is possible to calm others. Move cautiously and observe your surroundings for hazardous situations. Security will provide public safety instructions, information, traffic reports, and any other earthquake-related news.

Aftershocks

Aftershocks may occur at any moment with nearly the same force as the original quake. Be prepared, and protect yourself first.

Evacuations

The building may be evacuated after a strong earthquake because of structural damage. Security or Facilities will initiate the evacuation by pulling a manual pull station in each building. All employees, visitors and contractors should report to their designated meeting areas outside.

While many employees may want to leave the site to check on their homes and/or families, you should remain at DigiPen at least long enough to be accounted for and drive extremely cautiously when you do depart. Remaining employees should stay away from the buildings in order to avoid falling debris, do not smoke or wander around, and do not attempt to reenter any building until directed to do so by Security. Building re-entrance will occur after an inspection of the facilities has been conducted. Do not attempt to use your telephone except for genuine emergency calls (e.g., injury, fire or structural damage).

Element 7 - Introduction to PPE's

The purpose of the Personal Protective Equipment Policies is to protect the employees/students of The DigiPen Institute of Technology from exposure to work place hazards through the use of personal protective equipment (PPE). PPE is not a substitute for more effective control methods and its use will be considered only when other means of protection against hazards are not adequate or feasible. It will be used in conjunction with other controls unless no other means of hazard control exist.

Personal protective equipment will be provided, used, and maintained when it has been determined that its use is required to ensure the safety and health of our employees/students and that such use will lessen the likelihood of occupational injury and/or illness.

This section addresses general PPE requirements, including eye and face, head, foot and leg, hand and arm, body (torso) protection, and protection from drowning. Separate programs exist for respiratory protection and hearing protection as the need for participation in these programs is established through industrial hygiene monitoring.

The DigiPen Institute of Technology Personal Protective Equipment Policies includes:

• Responsibilities of employees and students
• Hazard assessment and PPE selection
• Employee/student training
• Cleaning and maintenance of PPE

Responsibilities

The Facilities Manager (FM) is responsible for the development, implementation, and administration of DigiPen Institute of Technology’s PPE policies. This involves

1. Conducting workplace hazard assessments to determine the presence of hazards, which necessitate the use of PPE.
2. Selecting and purchasing PPE.
3. Reviewing, updating, and conducting PPE hazard assessments whenever
   • a job changes
   • new equipment is used
   • there has been an accident
   • a employee or student requests it
   • or at least every year
4. Maintaining records on hazard assessments.
5. Maintaining records on PPE assignments and training.
6. Providing training, guidance, and assistance to employees and students on the proper use, care, and cleaning of approved PPE.
7. Periodically re-evaluating the suitability of previously selected PPE.
8. Reviewing, updating, and evaluating the overall effectiveness of PPE use, training, and policies.
   Instructors Faculty and Staff
   Instructors Faculty and Staff have the primary responsibility for implementing and enforcing PPE use and policies in their work area. This involves
9. Providing appropriate PPE and making it available to employees/students.
10. Ensuring that employees/students are trained on the proper use, care, and cleaning of PPE.
11. Ensuring that PPE training certification and evaluation forms are signed and given to the FM.
12. Ensuring that employees/students properly use and maintain their PPE, and follow DigiPen Institute of Technology PPE policies and rules.
13. Notifying DigiPen Institute of Technology management and the Safety Person when new hazards are introduced or when processes are added or changed.
14. Ensuring that defective or damaged PPE is immediately disposed of and replaced.
    Employees
    The PPE user is responsible for following the requirements of the PPE policies. This involves
15. Properly wearing PPE as required.
16. Attending required training sessions.
17. Properly caring for, cleaning, maintaining, and inspecting PPE as required.
18. Following DigiPen Institute of Technology PPE policies and rules.
19. Informing the Instructor or the staff/faculty of the need to repair or replace PPE.

Employees/students who repeatedly disregard and do not follow PPE policies and rules will be placed on probation and may face termination or expulsion.

Procedures

Hazard Assessment for PPE

The FM, in conjunction with Instructors faculty and staff, will conduct a walk-through survey of each work area to identify sources of work hazards. Each survey will be documented using the Hazard Assessment Certification Form, which identifies the work area surveyed, the person conducting the survey, findings of potential hazards, and date of the survey. The FM will keep the forms in the Facilities Department Records Room.

The FM will conduct, review, and update the hazard assessment for PPE whenever

• a job changes
• new equipment or process is installed
• there has been an accident
• whenever a employee or student requests it
• or at least every year

Any new PPE requirements that are developed will be added into DigiPen Institute of Technology’s written accident prevention program.

Selection of PPE

Once the hazards of a workplace have been identified, the FM will determine if the hazards can first be eliminated or reduced by methods other than PPE, i.e., methods that do not rely on employee/student behavior, such as engineering controls (refer to Appendix B – Controlling Hazards).

If such methods are not adequate or feasible, the FM will determine the suitability of the PPE presently available; and as necessary, will select new or additional equipment, which ensures a level of protection greater than the minimum required to protect our employees/students from the hazards (refer to Appendix C – Selection of PPE). Care will be taken to recognize the possibility of multiple and simultaneous exposure to a variety of hazards. Adequate protection against the highest level of each of the hazards will be recommended for purchase.

All personal protective clothing and equipment will be of safe design and construction for the work to be performed and will be maintained in a sanitary and reliable condition. Only those items of protective clothing and equipment that meet NIOSH or ANSI (American National Standards Institute) standards will be procured or accepted for use. Newly purchased PPE must conform to the updated ANSI standards, which have been incorporated into the PPE regulations, as follows:

• Eye and Face Protection ANSI Z87.1-1989
• Head Protection ANSI Z89.1-1986
• Foot Protection ANSI Z41.1-1991
• Hand Protection (There are no ANSI standards for gloves, however, selection must be based on the performance characteristics of the glove in relation to the tasks to be performed.)

Affected employees/students whose jobs require the use of PPE will be informed of the PPE selection and will be provided PPE by DigiPen Institute of Technology at no charge. Careful consideration will be given to the comfort and proper fit of PPE in order to ensure that the right size is selected and that it will be used.

Training

Any worker required to wear PPE will receive training in the proper use and care of PPE before being allowed to perform work requiring the use of PPE. Periodic retraining will be offered to PPE users as needed. The training will include, but not necessarily be limited to, the following subjects:

• When PPE is necessary to be worn
• What PPE is necessary
• How to properly don, doff, adjust, and wear PPE
• The limitations of the PPE
• The proper care, maintenance, useful life, and disposal of the PPE

After the training, the employees/students will demonstrate that they understand how to use PPE properly, or they will be retrained.

Training of each employee/student will be documented using the Personal Protective Equipment Training Documentation Form and kept on file. The document certifies that the employee has received and understood the required training on the specific PPE he/she will be using.

The PPE Training Quiz will be used to evaluate employees’/students’ understanding and will be kept in the employee training records.

Retraining

The need for retraining will be indicated when

• an employee’s/student’s work habits or knowledge indicates a lack of the necessary understanding, motivation, and skills required to use the PPE (i.e., uses PPE improperly)
• new equipment is installed
• changes in the work place make previous training out-of-date
• changes in the types of PPE to be used make previous training out-of-date

Cleaning and Maintenance of PPE

It is important that all PPE be kept clean and properly maintained. Cleaning is particularly important for eye and face protection where dirty or fogged lenses could impair vision. Employees/students must inspect, clean, and maintain their PPE according to the manufacturers’ instructions before and after each use (see attached). Instructors are responsible for ensuring that users properly maintain their PPE in good condition.

Personal protective equipment must not be shared between employees/students until it has been properly cleaned and sanitized. PPE will be distributed for individual use whenever possible.

If employees/students provide their own PPE, make sure that it is adequate for the work place hazards, and that it is maintained in a clean and reliable condition.

Defective or damaged PPE will not be used and will be immediately discarded and replaced.

NOTE: Defective equipment can be worse than no PPE at all. Employees would avoid a hazardous situation if they knew they were not protected; but they would get closer to the hazard if they erroneously believed they were protected, and therefore would be at greater risk.

It is also important to ensure that contaminated PPE that cannot be decontaminated is disposed of in a manner that protects employees from exposure to hazards.

Safety Disciplinary Policy

DigiPen Institute of Technology believes that a safety and health Accident Prevention Program is unenforceable without some type of disciplinary policy. Our company believes that in order to maintain a safe and healthful workplace, the employees/students must be cognizant and aware of all company, State, and Federal safety and health regulations as they apply to the specific job duties required. The following disciplinary policy is in effect and will be applied to all safety and health violations.

The following steps will be followed unless the seriousness of the violation would dictate going directly to Step 2 or Step 3.

1. A first time violation will be discussed orally between company supervision and the employee. This will be done as soon as possible.
2. A second time offense will be followed up in written form and a copy of this written documentation will be entered into the employee’s personnel folder.

A third time violation will result in time off or possible termination, depending on the seriousness of the violation.

Element 8 - Hazardous Chemical Communication Program

Purpose

DigiPen has set up a program designed to protect employees who work with or near hazardous chemicals in the workplace, called the Hazard Communication Program. This program places the needed emphasis on identifying and communicating the presence of hazardous substances in the products and processes used in the work environment at DigiPen.

This program meets the requirements of Washington State's Hazard Communication Standard in the areas of:

• Hazard Evaluation
• Labels and Warnings
• Material Safety Data Sheets (MSDS)
• Employee Information and Training

CONTAINER LABELING

1. Department Supervisors will verify that all containers received for use within DigiPen will:
   • State the name and address of the manufacturer
   • Be clearly labeled as to the contents
   • Note the appropriate hazard warning (i.e., health, fire, reactivity)
2. The supervisor in each work area is responsible for labeling all secondary containers with either an extra copy of the original manufacturer's label or with a generic label that has blank spaces for substance identity and hazard warning.
3. Periodic audits of affected areas will be conducted to identify compliance with the program.

MATERIAL SAFETY DATA SHEETS

A Material Safety Data Sheet (MSDS) is a document that tells about each chemical in the workplace. The MSDS covers the following areas:

1. Name of product.
2. Name, address and phone number of manufacturer.
3. Emergency phone number.
4. Date the MSDS was prepared.
5. Hazardous ingredients and chemical information.
6. Limits on the amount of exposure to the chemical.
7. Physical and chemical characteristics.
8. Physical hazards, such as the possibility that the chemical will catch fire, explode, or react with other chemicals.
9. How the chemical enters the body and how it affects the body.
10. Information about cancer causing properties.
11. Emergency and first-aid procedures.
12. Ways to safely handle and dispose of the product.
13. Protective equipment needed when using the product.

PROCEDURES

The work area supervisor is responsible for obtaining an MSDS for each new product introduced into the work area.

The Facility Management department is responsible for maintaining each MSDS for the company in Redmond. Facilities Management will review incoming data sheets for new and/or significant health and safety information. This new or significant information will be given to the appropriate supervisors for distribution to affected employees.

An MSDS will be obtained for all products that contain hazardous substances. A letter (or an MSDS) will also be obtained and kept on file for each product not containing hazardous substances, as stated in the letter. All MSDS's must be obtained before the product is used to insure that all safety measures have been addressed.

The Facilities Management Department will assemble and maintain one Master file of MSDS's and product letters. MSDS's are available to employees upon request. Any employee may review the master file of MSDS's by contacting Facilities Management.

Work area supervisors are responsible for posting a list of hazardous chemicals within the work area. Supervisors must update the list as hazardous chemicals are added to the area.

EMPLOYEE TRAINING

The work area supervisor is responsible for specific and ongoing training, which includes:

Reviewing the chemicals present in the workplace and showing the employee how to handle and store them properly.

Demonstrating how to use personal protective equipment when handling chemicals.

Providing general awareness of chemicals (i.e., physical and health effects of hazardous chemicals).

Discussing methods and observation techniques used to determine the presence or release of hazardous chemicals in the work area.

Explaining what to do in case of leaks, spills, and other chemical releases.

Developing work habits and procedures that lessen the exposure to hazardous ingredients.

Discuss steps the company has taken to lessen or prevent exposure to chemicals.

Showing how to read hazardous product labels and MSDS's.

Showing where employees can find the MSDS's and protective equipment for their area.

Providing information on new products that have hazardous substances.

The work area supervisor will provide training as needed. Temporary personnel must be provided all of the orientation and training required of new employees placed in a work area of the company where products are used that contain hazardous ingredients.

SUBCONTRACTORS

Facilities Management is responsible for providing subcontractors with a copy of the written Hazard Communication Program and the information about any hazardous chemicals to which sub-contractors and their employees may be exposed to while on the job.

The Facilities Department will also obtain and distribute any information about hazardous chemicals that subcontractors bring on the premises.

HAZARDOUS NON-ROUTINE TASKS

Each work area supervisor is responsible for providing information about any hazardous chemicals an employee may be exposed to during the performance of a non-routine task. A non-routine task is a task that is not part of the usual daily or weekly work routine.