Shop Safety Program

Department Heads (Chairs/Directors) must:

• Identify Responsible Persons for designated shop spaces and other department-controlled areas that fall under the requirements of the program.
• Ensure Responsible Persons for these areas have the knowledge, skill, resources, and authority to carry out their responsibilities as described in the UC Shop Safety Manual.
• Ensure that Responsible Persons complete required self-inspections at least annually and deficiencies noted are corrected in a timely manner.
• Encourage Responsible Persons to develop and conduct regular safety meetings as outlined in the UC Shop Safety Manual and UCSB Injury and Illness Prevention Program.

Responsible Persons (RPs) must:

• Understand and comply with the program including referenced regulatory requirements and shop-related industry standards.
• Encourage and promote safe work practices within the shop.
• Ensure a copy of the UC Shop Safety Manual and other required documents are readily available.
• Determine the location and boundaries of “Restricted Areas” within their shop are clearly marked using signage, chain(s), barriers, or paint-striping.
• Identify in writing “Authorized Personnel and Users” who are approved to perform work in “Restricted Areas”.
• Identify unpaid students, visitors, and volunteers who may work in shop areas, and ensure they complete a waiver of liability from the UCSB EH&S Risk Management website before accessing “Restricted Areas” or performing shop work.
• Assign required safety training and complete a Training Needs Analysis (TNA) for all shop employees before permitting shop work.
• Conduct regular documented self-inspections (at least annually) using the UCSB Shop Safety Self-Inspection Checklist.
• Ensure each shop has an up-to-date and readily available chemical inventory and manufacturer’s safety data sheets (SDSs) for all shop chemicals (required if shop individuals will be exposed to hazardous substances).
• Create and maintain a detailed mitigation plan for all identified hazards and non-compliant inspection items with corresponding timeframes based on the severity of the hazard(s) identified.
• Ensure all required personal protective equipment (PPE) is readily available and individuals have received documented training on its proper use.
• Continually update and maintain current personnel training and shop equipment inspection/maintenance, calibration, and certification records for all heavy equipment and machinery (equipment) under purview in accordance with the program and heavy equipment programs (i.e. aerial lifts, elevated work platforms, forklifts, and cranes).
• Evaluate shop equipment preventive maintenance needs and suitability for safe operation following the manufacturer’s specifications.
• Ensure a documented Job Hazard Analysis (JHA) and personnel training is available for all hazardous activities, pieces of equipment, and tools. Equipment and tool inspection and associated hazard mitigations and use can be combined into shop activities and job steps.
• Regularly brief shop staff on hazard assessment documentation and update as necessary to match current activities and safety mitigation measures.
• Ensure documented Lock-out and Tag-out of equipment that presents an identified safety hazard or hazards, is planned for repair or maintenance, or lacks proper anchoring and/or balancing (See Energy Isolation/Lock-out/Tag-out Program) and Seismic Safety section in the UC Shop Safety Manual.
• Enforce safe operation of all equipment under purview that meets the requirements of this program.
• Notify the EH&S Shop Safety Program Administrator of unsafe or unauthorized use of equipment under purview.
• Ensure documented pre-operation inspections are conducted before using heavy equipment, machinery, ladders, and power tools/hand tools.
• Ensure maintenance and repairs are performed by a Qualified Person that meets the Cal OSHA Definition.
• Submit a Facilities Management “work order” for the shutdown of shop utilities and ensure adherence to Energy Isolation/Lock-out/Tag-out Program procedures (if applicable).   
• Inform contractors of the requirements of this program before they arrive onsite and ensure they are adhered to.

Employees and Authorized Users who perform work in a shop must:

• Obtain written authorization from the Responsible Persons specifying the areas they are allowed to access and the equipment they are authorized to use.  
• Must not work in areas they are unpermitted to access, or work with tools, machinery, equipment they have not been trained and authorized to use
• Understand and comply with all program and individual shop requirements.
• Have all applicable shop-required training completed and documented using the TNA.
• Stop work and notify the responsible person, their supervisor, or EH&S when an unmitigated hazard is identified or an applicable UC or regulatory requirement is unclear.

EH&S will:

• Develop and maintain the program and ensure it meets applicable regulatory and UC requirements.
• Designate an individual who is qualified by training and/or experience to administer the program.
• Communicate requirements, objectives, and program changes to departments impacted by this program.
• Monitor program records to ensure they are complete and retained for the appropriate amount of time.
• Conduct periodic program audits to ensure the program is properly implemented and assess overall program effectiveness.
• Conduct periodic “customer service” inquiries to learn how the program can be modified to meet client needs.
• Keep an accurate and up-to-date inventory of campus shops based on information provided by Shop Managers/RPs and gathered during inspections
• Support Department personnel and Shop Managers/RPs with troubleshooting unresolved equipment or personnel concerns applicable to the program.
• Conduct safety “outreach” to Shop Managers/RPs in the process of improving their shop safety compliance including hazard assessment and internal shop safety meetings.
• Maintain a JHA resource to support Shop Managers/RPs in complying with regulatory expectations and reducing behavior-based injuries or incidents.