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Cal/OSHA Workplace Injury and Illness Prevention Program, with checklists for self-inspection

CS-1 revised March 2002 - Cal/OSHA Consultation Service

State of California - Department of Industrial Relations

Division of Occupational Safety & Health

In California every employer has a legal obligation to provide and maintain a safe and healthful workplace for employees, according to the California Occupational Safety and Health Act of 1973. As of 1991, a written, effective Injury and Illness Prevention (IIP), Program is required for every California employer.


The term “employer” as used in the Cal/OSHA Act includes any person or corporation, the State and every State agency, every county or city or district and public agency therein, which has any person engaged in or permitted to work for hire, except for household services


Why Have a Workplace Injury and Illness Prevention Program?

Taking risks is a part of running a business, particularly for small business owners. You take risks in product development, marketing, and advertising in order to stay competitive. Some risks are just not worth the gamble. One of these is risking the safety and health of those who work for you.

Accidents Cost Money

Safety organizations, states, small business owners and major corporations alike now realize that the actual cost of a lost workday injury is substantial. For every dollar you spend on the direct costs of a worker’s injury or illness, you will spend much more to cover the indirect and hidden costs. Consider what one lost workday injury would cost you in terms of:

Productive time lost by an injured employee;

Productive time lost by employees and supervisors attending the accident victim;

Clean up and start up of operations interrupted by the accident;

Time to hire or to retrain other individuals to replace the injured worker until his/her return;

Time and cost for repair or replacement of any damaged equipment or materials;

Cost of continuing all or part of the employee’s wages, in addition to compensation;

Reduced morale among your employees, and perhaps lower efficiency; Increased workers’ compensation insurance rates; and Cost of completing paperwork generated by the incident.

Controlling Losses

If you would like to reduce the costs and risks associated with workplace injuries and illnesses, you need to address safety and health right along with production.

Cal/OSHA Injury & Illness Prevention Program

In California every employer is required by law (Labor Code Section) to provide a safe and healthful workplace for his/her employees. Title 8 (T8), of the California Code of Regulations (CCR), requires every California employer to have an effective Injury and Illness Prevention Program in writing that must be in accord with T8 CCR Section 3203 of the General Industry Safety Orders.

Additional requirements in the following T8 CCR Safety Order Sections address specific industries:

Construction—Section 1509;

Petroleum—Sections 6507, 6508,6509, 6760, 6761, 6762; Ship Building, Ship

Repairing, Ship Breaking—Section 8350; and

Tunnels—Section 8406.

What is an Injury & Illness Prevention Program?

Your Injury and Illness Prevention Program must be a written plan that includes procedures and is put into practice. These elements are required: Management commitment/assignment of responsibilities; Safety communications system with employees; System for assuring employee compliance with safe work practices; Scheduled inspections/evaluation system; Accident investigation; Procedures for correcting unsafe/ unhealthy conditions; Safety and health training and instruction; and Recordkeeping and documentation.

If you and your management team do not support and participate in the program, you are doomed to failure from the start. It is especially important for plant supervisors and field superintendents to set a good example.

Safety Communications

Your program must include a system for communicating with employees - in a form readily understandable by all affected employees - on matters relating to occupational safety and health, including provisions designed to encourage employees to inform the employer of hazards at the worksite without fear of reprisal.


What happened? What should be done? What action has been taken?

Safety & Health Training

Training is one of the most important elements of any Injury and Illness Prevention Program. It allows employees to learn their job properly, brings new ideas into the workplace, reinforces existing ideas and practices, and puts your program into action.

Your employees benefit from safety and health training through fewer work-related injuries and illnesses, and reduced stress and worry caused by exposure to hazards.

You benefit from reduced workplace injuries and illnesses, increased productivity, lower costs, higher profits, and a more cohesive and dependable work force.

An effective Injury and Illness Prevention Program includes training for both supervisors and employees. Training for both is required by Cal/OSHA safety orders.

You may need outside professionals to help you develop and conduct your required training program

This program must, at a minimum, provide training and instruction:

To all employees when your program is first established.

To all new employees.

To all employees given new job assign-ments for which training has not been previously received.

Whenever new substances, processes, procedures or equipment are introduced to the workplace and present a new hazard.

Whenever you or your supervisors are made aware of a new or previously unrecognized hazard.

For all supervisors to assure they are familiar with the safety and healthhazards to which employees under their immediate direction and control may beexposed.

Safety & Health Recordkeeping

No operation can be successful without adequate recordkeeping, which enables you to learn from past experience and make corrections for future operations.

Under Cal/OSHA recordkeeping requirements, information on accidents is gathered and stored. Upon review, causes can be identified and control procedures instituted to prevent the illness or injury from recurring. Keep in mind that any inspection of your workplace may require you to demonstrate theeffectiveness of your program.

For most employers, Cal/OSHA standards also require that you keep records of steps taken to establish and maintain your Injury and Illness Prevention Program. They must include:

Records of scheduled and periodic inspections as required by the standard to identify unsafe conditions and work practices. The documentation must include the name of the person(s) conducting the inspection, the unsafe conditions and work practices identified, and the action taken to correct the unsafe conditions and work practices. The records are to be maintained for at least one year. However, employers with fewer than 10 employees may elect to maintain the inspection records only until the hazard is corrected.

Written documentation of the identity of the person or persons with authority

and responsibility for implementing the program;

Written documentation of scheduled periodic inspections to identify unsafe

conditions and work practices; and

Written documentation of training and instruction.

Keeping such records fulfills your responsibilities under General Industry

Safety Order 3203. It also affords an efficient means to review your current

safety and health activities for better control of your operations, and to plan

future improvements.

Appendix D: Title 8, Section 3203 and 1509

Title 8, Section 3203. Injury and Illness Prevention Program.

Effective July 1, 1991, every employer shall establish, implement and maintain effective Injury and Illness Prevention Program. The Program shall be in writing and shall, at a minimum:

Identify the person or persons with authority and responsibility for implementing the Program.

Include a system for ensuring that employees comply with safe and healthy work practices. Substantial compliance with this provision includes recognition of employees who follow safe and healthful work practices,

training and retraining programs, disciplinary actions, or any other such means that ensures employee compliance with safe and healthful work practices.

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