Safety Instruction for Human Resources Department

1. Safety InstructionforHuman ResourcesDepartment Ellen Vanderbeck Orange Ulster BOCES Safety Unit

2. I. Office related illness and injury II. Workstation Ergonomics III. Indoor Air Quality and Ventilation IV. Noise V. Office Electrical Safety VI.Office Fire Prevention Strategies VII. Threatening Visitors/ Calls Training Tasks for Human Resorces Department

3. Pre-Test 1.The most common office accident is falling. T/F 2.If you fall at work you should reach for something to grab onto. T/F 3. Noise is defined as unwanted sound. T/F 4. Electrical equipment used in an office can cause serious shock and burns. T/F 5. The best time to think about fire safety is before a fire starts. T/F

4. I. Office-Related Illness and Injury Falls • Most common office accident Prevention • Be sure pathway is clear before you walk. • Close drawers completely after use. • Avoid excessive bending, twisting leaning while seated. • Secure electrical cords and wires away from walkways • Use stepladders not chairs • Clean up any spills

5. Falls (Con’t) • Pick up objects on the floor. • Report loose carpeting or flooring. • Never carry anything that impairs vision. • Wear stable shoes with non-slip soles. If you fall….. • Roll, do not reach • Let your body crumple and roll

6. Strains and Overexertion • Lift only small, light loads. • Place feet shoulder-width apart. • Squat and lift, never twist. • Grip entire object with hands. • ALWAYS concentrate on what you are doing!!

7. Material Storage • Do not store boxes, papers or other items on top of lockers or file cabinets. • Boxes and cartons should all be of uniform size to pile or stack. • Store heavy objects on lower levels. • Store most items inside cabinets. • Avoid placing office equipment on the edge of desks.

8. II. Workstation Ergonomics Ergonomics • Means fitting the workstation to you. You should: • Adjust the height of your chair such that your thighs are horizontal while the feet are flat. • Adjust seat depth so that your back is supported. • Adjust armrests to support forearms. • Adjust height of keyboard- elbows at 90 degrees and wrists straight.

9. You should (con’t) • Place the mouse next to keyboard tray. Keep the wrist in a neutral position with the arm and hand close to the body. • Adjust height of monitor such that the top of the screen is at eye level. • Place reference documents on a document holder at eye level. • Consider a footrest if your feet do not rest on the floor.

10. Con’t • Adjust drapes or blinds for comfort. • Hold the phone with your hand rather than cradling between neck and shoulder. • Adjust posture regularly. • Apply task lighting as needed. • Use minimum force when striking keyboard, hole punch, stapler. • Vary tasks for variety. • Take mini-breaks • Adjust workplace temperature for comfort. • Neutralize distracting noise by using ear plugs, playing soft music, or turning on a fan.

11. III. Indoor Air Quality and Ventilation • Indoor air quality and pollutant levels are evaluated regularly. • Please notify your supervisor if: • Any of your office equipment is broken • The room temperature increasingly becomes uncomfortable. • Task lamps are needed. • Lighting produces an uncomfortable glare.

12. IV. Noise • The quietest equipment available has been purchased. • All equipment is on a rotating schedule of maintenance. • Loud equipment has been placed away from areas and/or enclosed to reduce noise. • Barrier walls/dividers are in use to buffer noise. • Nosy tasks can and will be scheduled during off peak hours, please see your supervisor.

13. V. Electrical Safety • Overloading of electrical outlets is prohibited. • Only authorized company equipment is allowed. Please do not bring anything from home. • Report a frayed, defective or damaged cord immediately to your supervisor. • Electrical cords across walkways and work areas is prohibited. • Always use switches to turn on/off equipment. • Always disconnect electrical equipment when cleaning. • Keep electrical panel doors closed at all times.

14. VI. Fire Prevention Strategies • Tour of Bldg…including all fire escapes and fire alarms. • Exposure to activating the fire alarm • 12 fire drills per calendar year. See floor plan for your escape route. • Turn off all equipment and appliance before you leave for the day. • If electrical equipment malfunctions or gives off a strange odor, notify your supervisor immediately. • Extension cords are prohibited. • Walk through your work space daily and inspect for potential hazards and report to your supervisor immediately.

15. Notify the Fire Dept. Notify Building Secuity Activate the Bldg. Alarm. Isolate the area; close windows and doors Shut down any equipment if possible. Evacuate or if trained use the portable fire extinguishers Do not collect personal belongings. Walk not run to evacuate. Provide fire/police teams with details of problem. Do not re-enter the bldg. Move to the designated meeting location and stay clear of streets, driveways, sidewalks, or other access ways to bldg. What to do in case of fire or see/smell smoke

16. You smell smoke, evacuate immediately. T/F Collect all personal items before you evacuate for a fire. T/F 3. There is a fire in the bldg; you should close all windows and doors. T/F 4. Extension cords are prohibited. T/F 5. Noisy tasks can be scheduled after hours. T/F 6. Ergonomics means adjusting your chair, seat,armrests,and keyboard T/F 7. If you fall, one should let your body crumple and roll. T/F 8. Task lamps assist one to see better. T/F 9. Clear all pathways before you walk. T/F 10. Reference document holders belong at shoulder height. T/F Post Test

17. VII. Threatening Visitors or Phone Calls Stay Calm. Record conversation if possible. Once the visitor/call is over contact your supervisor immediately. Write everything, that you can recall, that was said. Wait for further instructions.

18. Safety Web Resources • www.cdc.gov • www.pp.okstate.edu • www.yale.edu • www.labtrain.noaa.gov • www.nycosh.org • www.osha-slc.gov

19. Pre-Test Answers • T • F • T • T • T

20. Post Test Answers • F • F • T • T • T • T • T • T • T • T