Safety FAQs

The class in which an agency is categorized by Office Risk Management is determined by its most recent accrual rate. Class A agencies are those with a premium rate of $5 or higher/$100 payroll and are required to conduct safety meetings and inspections on a monthly basis. Class B agencies are those with a premium rate below $5/$100 payroll and are required to conduct safety meetings and inspections on a quarterly basis.

Safety meetings shall be conducted with employees on a monthly or quarterly basis unless otherwise specified by Office of Risk Management. “Class A” agency should conduct and document safety meetings at least once every month and “Class B” agency should conduct and document safety inspections at least once every quarter.

It is the responsibility of the Agency Safety Manager to ensure the training information is presented to all personnel in their agency/section and provide proof of attendance (via: email receipt or completed/signed Safety Meeting Report). It is also the responsibility of the Agency Safety Manager to provide a copy of the proof of attendance to the Division of Administration Safety Coordinator. Agency Safety Manager will maintain documentation of the training, in the operating area for review at the next audit or compliance review. ORM requires the Safety Meeting Training documentation be maintained for at least five years.

It is the responsibility of the Division of Administration Safety Coordinator to send out the quarterly safety topics with an expected completion date. Upon receipt, of proof of attendance, it is also the responsibility of the Safety Coordinator to maintain a copy of the proof of attendance report, for each agency.

Safety inspections shall be conducted and documented on a monthly or quarterly basis. “Class A” agency should conduct and document safety meetings at least once every month and “Class B” agency should conduct and document safety inspections at least once every quarter.

It is the responsibility of the Agency Safety Manager to make sure the quarterly safety inspection is completed and a copy sent to the DOA Safety Coordinator. ORM requires the Safety Inspection Records be maintained for at least five years.

It is the responsibility of the DOA Safety Coordinator to go over the report and maintain a copy for their record.

According to the State Loss Prevention Driver Safety Program, department heads (or their designee) are responsible for reviewing driving records and identifying employees authorized or not authorized to drive State vehicles.

It is the responsibility Agency Safety Manager to complete the Driver Authorization Form and a get a copy of driver’s license for each employee and maintain in each employees file. The Agency Safety Manager must submit the Authorization and Driving History Form and the Official Driving Report to the section head or designee for review and authorization. The Agency Safety Manager will submit a list of new hire and/or annual employee driver record request (employee driver’s license number) to the DOA Safety Coordinator, so that ODR can be obtained. The Agency Safety Manager should provide a list of section’s authorized drivers to the DOA Safety Coordinator and Fleet Coordinator by July 1 of each year. Intermittent updates shall be submitted as required.

It is the responsibility of the DOA Safety Coordinator to obtain and review an ODR from the Department of Public Safety for new hire employees and annually for each employee and conduct the review to determine whether they should operate state-owned vehicles and to verify that each driver has a valid and properly classed driver’s license. The DOA Safety Coordinator must send the Agency Safety Manager a copy of the ODR and inform them, in writing, the driving eligibility of each employee (any flags or restrictions that may limit or restrict an employee’s ability to drive on official state business).

The Agency Safety Manager will complete the Driver Authorization Form and a get a copy of driver’s license for the employee and maintain in each employees file. The employee is responsible for obtaining ODR for out-of-state license. Once obtained, the employee must submit to Agency Safety Manager and the Agency Safety Manager will submit the ODR to the DOA Safety Coordinator for review. The DOA Safety Coordinator will inform the Agency Safety Manager, in writing, the driving eligibility of the employee (any flags or restrictions that may limit or restrict an employee’s ability to drive on official state business).

All individuals authorized by an agency to operate a vehicle while on State business should be trained within 90 days of hire and at least once every three years.

Individuals having three or more convictions, guilty pleas, and/or nolo contender pleas for moving violations or individuals having a single conviction, guilty plea, and/or nolo contender plea for operating a vehicle while intoxicated, hit and run driving, vehicular negligent injury, reckless operation of a vehicle or similar violation, within a one-year period.

The Agency’s loss prevention coordinator and representatives shall have documented proof of attendance at least once every five years in the ORM Loss Prevention Program.

All employees are responsible for immediately reporting any recognized potentially hazardous condition or practice. Employees shall report any unsafe conditions to the supervisor/appropriate party via the Hazard Control Log. It is the responsibility of the Agency Safety Manager to make sure the Hazard Control Logs (or other similar reporting forms) are filled out, be reviewed on a regular basis and signed/initial and dated each time. The Agency Safety Manager should make sure a copy of the log is sent to the DOA Safety Coordinator.

It is the responsibility of the DOA Safety Coordinator to review, follow-up if necessary and maintain a copy of the Hazard Log.

When an incident/accident occurs, it shall be thoroughly investigated to determine the cause and any contributing factors to prevent a recurrence.

All Accidents/Incidents shall be investigated by whomever the agency has designated (this may be the safety manager, supervisor, etc). The report (DA200-employees only; DA3000-visitors, clients/inmates only) shall be used to document the incident/accident. It is the responsibility of the State Agency Manager to make sure the report is completed and to keep on file all incidents and accidents related to DA2000 and/or DA3000, for review by the Loss Prevention Officer. The State Agency Manager must make sure the DOA Safety Coordinator receive a copy of the investigation report. 

It is the responsibility of the DOA Safety Coordinator to review the report, make sure it’s filled out completely, follow-up if necessary and maintain a copy of the report. 

NOTE: The DA2000 form is not required for motor vehicle accidents. The DA2041 form is required in such instances.

Fire drills are held annually. Each agency has a “Safety Manager” and multiple floor wardens. The agency will report to their designated area.  It is the responsibility of the Agency Safety Manager to be thoroughly familiar with the Emergency Evacuation Procedures for the building in general and for their group/floor in particular, including the locations of the fire pull stations and the primary and secondary exit routes.  Agency Safety Manager will have an up to date list of all Physically Challenged persons and assign Aid(s). Agency Safety Manager ensure that new employees are fully familiar with the Emergency Evacuation Procedures and maintain a current listing of all employees in their area to ensure an accurate roll call upon arrival at their assigned location in the assembly area. The Floor Wardens’ responsibility is to try to ensure that all employees in their section/suite have evacuated the facility. The Floor Wardens should hold their “Fire Evacuation” signs high enough as to be seen from a distance. The signs should reflect the status of the group, (Green = everyone is accounted for, Yellow = Medical Attention Needed, Red = someone is missing).

Evacuation drills will be conducted in conjunction with the DPS, Johnson Controls and Office of State Buildings’ personnel.

It is the responsibility of the DOA Safety Coordinator, to coordinate when the unannounced drills will be scheduled. It is also the responsibility of the DOA Safety Coordinator or designee, to complete the Evaluation reports which will be available upon request, for annual ORM Audit purposes.

Fire Marshal inspections are coordinated with the DOA Office of State Buildings.  It is the responsibility of the DOA Safety Coordinator to maintain the reports which will be available upon request, for annual ORM Audit purposes.  

Blood borne pathogen training shall be conducted with all employees. Training should be held at the time of employment (i.e., within 90 days of hire) for all newly hired low and high-risk employees. 

Low risk: Employees with no occupational exposure shall participate in a training program (Leo training) within 90 days of hire. If there are no blood borne pathogen events, the training shall be required every five years. If a section experiences a BBP event, the employees of that section shall be required to re-train (Leo training) within the following 60 days of the experience.

High risk: Employees with occupational exposure shall receive training within 90 days of hire and at least once per year thereafter.  All employees determined by the agency to be “high risk” should be provided annual refresher training (once every five years for low risk employees). The annual training shall be instructor-led by someone certified in such matters (e.g., healthcare professional, safety and health professional, etc).