There are more than 30 shops on campus and at field stations that conduct work in support of research and maintenance activities. Work includes model-building, carpentry, machine building, electrical/electronics, concrete work, glass blowing, metal working, vehicle maintenance and more. The University of California, Santa Barbara (UC Santa Barbara) EH&S/General Safety staff developed this Shop Safety Program to manage the hazards associated with various shops and their work activities to comply with Cal-OSHA and other regulations concerning shops. Included are work activities conducted by temporary employees and graduate students performing research at field stations and remote research facilities.
The UCSB Shop Safety Program applies to any department on campus, at field stations, or on leased property where one or more of the following operations are routinely conducted by UC Faculty, Staff, Students or Contractors in facilities owned / controlled by the Department:
- Metal working including: sheet metal forming, machining, grinding, riveting, cutting, threading, casting, forging, heat-treating, quenching, welding, brazing, soldering, water jet operations, etc…
- Carpentry and Woodworking including: cutting, drilling, sanding, carving, routing, grinding, planing, gluing, bonding, fastening, etc…
- Surface modification and coating including: sandblasting, geological, rock and mineral sample preparation, painting, surface preparation, laminating, burning, etching, masking, etc….
- Glass work including: glass blowing, glazing, annealing, tempering, bonding, grinding, drilling, hot-work with glass materials, etc…
- Electrical / electronic work including: equipment building, circuit design / building, wiring, control system building/repair, etc.
- Plastics work including: machining, bending, burning, bonding, cutting, drilling, gluing, melting, forming, etc…
- Equipment Development / Model Building work including: machine building, hydraulics building / use, compressed air use, equipment building, research equipment repairs / maintenance, model building, etc…
Owner Department Roles and Responsibilities
Department Director, Chair, Upper Management
- May manage directly, or delegate the Department’s “Shop Manager / Supervisor” to, integration of the “Shop Safety Program” into Department operations.
- Assures Department participation in the “Campus Shop Safety Committee”.
- Assures their Department’s DSC or Other Responsible Person is given authority to manage the Shop Safety Program requirements and training / recordkeeping tasks for the Department.
- Identifies, or delegates to PIs / Instructors and the Shop Manager the responsibility to identify, “Authorized Persons” within the Department who are trained on this Shop Safety Program and ‘authorized’ to work in the Department’s shop(s).
Shop Manager / Shop Supervisor
- Assures requirements of this program are integrated into the operations of their Shops.
- Determines location and boundary of the “Restricted Area” within their shop and clearly marks this area using signage, paint-striping, etc.
- Assures that only “Authorized Persons” are allowed to conduct work in the “Restricted Area” of their shop and documents this process by completing the “Authorized Person/ Qualification for Shop Work” form for each authorized person.
- Maintains the “Shop Safety Manual” customized for shop hazards and processes in their shop.
- Assures that every “Authorized Person” who works in the shop has read, been given, and signed off receiving a copy of the UC Santa Barbara Shop Safety Policy using Attachment 2, the “Shop Safe-Work Policy, Procedures And Practices” that has been customized to the specific shop they’re authorized to work in.
- Conducts a documented hazard assessment of hazards in their shop, and purchases / stocks Personal Protective Equipment for use by Authorized Personnel and Shop Visitors as identified hazards may dictate.
- Provides periodic training to “Shop Personnel” and “Authorized Persons” on their shop’s safety program, identified hazards and their controls.
- Regularly attends as a member, or designates a Shop Representative to be a member, of the Campus Shop Safety Committee.
- Maintains training records of all Shop Staff, Contractor orientations and “Authorized Persons”.
- Oversees the conducting of the annual shop safety self-assessments administered by EH&S.
- Assures a hazard assessment / control review is conducted for any shop equipment / process purchases as dictated by Procurement policy.
- Conducts and documents orientation trainings for every Contractor employee working in and using shop equipment by completing Attachment 1 and Attachment 2 for each contractor employee.
- Conduct “Joint Projects” meetings when contractor work is present as well as other responsibilities outlined in the “Contractors and Joint Projects” section below.
- Submits a “
” to Facilities Management for any Contractor services requiring shut-down of utilities for safe work in Shops.
Principal Investigator / Instructor / “Supervisor” / Project Manager (other than “Shop Manager/ Supervisor”)
The Principal Investigator / Instructor / “Supervisor” / Project Manager must, or may delegate in writing a qualified person to:
- Determine who under their direction must be an “Authorized Person” to work in a Department’s Shop(s).
- Assure that “Authorized Person(s)” under their direction have had documented training to qualify them as an “Authorized Person” prior to allowing them access to Shop equipment and work-processes.
- Complete the “Authorized Person” qualification form (top half of Attachment 1) and distribute copies of this form to the Shop Manager(s) and as required in the “Record Keeping” portion of this program. One form must be completed for each shop you are authorizing your direct report to work in unless multiple-shops are managed by the one Shop Manager.
- When hiring Contractors to conduct work in Department Shops, the PI / Instructor / Supervisor / Project Manager must assure every Contractor employee has been trained on the Department’s Shop Safety Program, been oriented to the shop and its equipment / processes, and reviews / documents each Contractor employee’s level of safe-work proficiency, area of work allowed and any work restrictions, prior to allowing any Contractor to work in the Shop’s “Restricted Area”. See “Contractors and Joint Projects” section for further information.
- Submits a “Shut-Down Request Form” to UCSB Facilities Management for any Contractor services requiring shut-down of utilities for safe work in Shops.
Faculty, Staff and Students
All Faculty, Staff, Students and Contractors who work in or near a Shop must be “Authorized” by a Responsible Person in the Department to work in the “Shop” before they use shop equipment or enter a “Restricted Area” of any shop. Under no circumstances is anyone allowed to conduct work in a “Shop” without prior “Authorization”.
- Any person who works with shop equipment and processes must be “authorized” by their PI/Instructor/Supervisor, as well as the “Shop Manager/Supervisor”, prior to working unescorted in a shop. This is a documented process using Attachment 1 of the Shop Safety written program.
- They must be trained on, and remain current to, each Shop’s specific safe-work requirements as well as application of this program through documented training on the UCSB Shop Safety Policy (Attachment 2).
- An “Authorized Person” may work on or with shop equipment and conduct shop processes that they have been ‘Authorized’ to do.
- An “Authorized Person” may enter and work unescorted in a shop’s “Restricted Area”.
Contractors and Joint Projects in Shops
- Contractors follow their own Shop Safety Program and procedures when using their own equipment and shop processes and not working in conjunction with or around UCSB personnel.
- Contractors must provide the University project manager and/or Shop Manager evidence of their Shop Safety Program upon request.
- Contractors provide all their own shop equipment, unless negotiated by contract with the University use of University facilities and equipment.
- For contractors using UCSB owned shops and shop equipment, the same authorization / orientation process used for UCSB employees is used for contractors by completing Attachment 1 and Attachment 2 of the Shop Safety written program for each contractor employee using a shop. The person hiring and overseeing the work conducted by the contractor must act as the “Supervisor” and document contractor authorization and orientation / training to the Shop Safety Program prior to allowing the contractor to work in any shop.
- Shop Managers must approve and authorize contractor employees to work in their shop prior to allowing Contractor-use of the shop by signing Attachment 1 and Attachment 2 of the Shop Safety written program for each authorized contract employee.
- Contractors must follow “Joint Project” requirements as outlined below when working in the area of or with UCSB personnel.
For Joint Projects where employees and/or students of the University and Contractor(s) are working in the same shop at the same time, the Shop Manager / Supervisor are the controlling person in the shop. Only the Shop Manager may authorize someone to work in the shop. In this situation, the Shop Manager / Supervisor must:
- Hold joint meetings with all personnel in attendance who will be working in the area to promote understanding of planned work, safe work practices and open lines of communication amongst workers regardless of employer.
- Contractors using University equipment and property follow University safe-work procedures and review JSAs and SOPs developed by the UCSB shop as part of their training/orientation to the shop by the Shop Manager.
- Joint Project / Contractor orientation/training by the UCSB Shop Manager is documented using a training roster (Attachment 7) in the Shop Safety written program and kept on file by the Shop Manager.
- Authors and maintains this program to meet or exceed Cal-OSHA requirements,
- Informs Departments with Shops of this program’s requirements,
- Provides general program awareness information across campus,
- Provides assistance and training for Departments and Shop Managers/Supervisors and “Authorized Person(s)” in implementation of this program,
- Provides and maintains a JSA Library that contains JSAs specific to shop equipment and safe-work practices
- May investigate shop incidents, author and distribute “Lessons Learned” information to Shops via the e-distribution list.
- Recommends new Shop Safety equipment and processes as they are learned / developed,
- Provides assistance in development of Shop Safety procedures, and
- Updates this program periodically or as regulatory changes may dictate.