OSHA Field Safety and Health Manual (SHMS)

CHAPTER 4. REGIONAL OFFICE

  1. Roles and Responsibilities
    1. The Regional Administrator will:

      1. Implement the SHMS and safety and health programs in accordance with this Instruction and existing laws and regulations applicable to all working conditions of employees in the Region.

      2. Serve as a role model through personal compliance with the SHMS and safety and health programs.

      3. Create a culture that is supportive of employee safety and health.

      4. Ensure managers set appropriate safety and health goals and objectives, track results; hold managers accountable through the Performance Management plan.

      5. Assure employees have input into the program and that annual goals are communicated to all employees.

      6. Provide managers with the authority and resources to carry out their occupational safety and health responsibilities.

      7. Provide timely reports to DTSEM, including Annual SHMS Self-Evaluations, any changes requiring approval, best practices.

      8. Support the formation of a Regional Safety and Health Committee (RSHC) that is comprised of representatives from both labor and management. Appoint a Regional Safety and Health Manager (RSHM) to oversee the Regional SHMS and serve as the RSHC facilitator.

      9. Review information and recommendations from the RSHC and the RSHM and provide updates and recommendations to the DTSEM, as appropriate.

    2. The Regional Safety and Health Manager (RSHM) will:

      1. Conduct the Annual Safety and Health Management System (SHMS) Self-Evaluations.

      2. Facilitate and review Regional, Area, and District Office Annual SHMS Self-Evaluations.

        1. By December 15 the RSHM will send the Area Director and the NCFLL Representative of each Area Office instructions and a copy of the Annual SHMS Self-Evaluation guidelines to be used for that calendar year.

        2. By January 15 of each year, each Area Office and Regional Office will complete the following based on whether or not they are in the VPP Program.

        3. Each VPP Office will send the following to the Regional Administrator and RSHM by January 15:

          1. A copy of their annual VPP self-evaluation;

          2. A status update for ongoing safety and health goals and results not already listed in the annual VPP self-evaluation; and

          3. A copy of the safety and health goals and action plan for the next calendar year.

        4. Each non-VPP Office will send a copy of the completed Annual SHMS Self-Evaluation to the Regional Administrator and the Regional Safety and Health Manager by January 15.

        5. The Regional Office will receive copies of the latest Annual SHMS Self-Evaluation from the Area and District Offices. By February 15 of each year, the RSHM will review the Annual SHMS Self-Evaluations from each Area and District Office, then summarize and brief the Regional Administrator and the Deputy Regional Administrator on the results.

        6. The RSHM will be responsible for soliciting feedback from the Area and District Offices each year on the effectiveness of the Annual SHMS Self-Evaluation and complete any needed changes by November 1 of each year.

        7. The RSHM will be responsible for sharing the most recent version of the Annual SHMS Self-Evaluation with the appropriate OSHA manager for use on Regional, Area, and District Office audits.

        8. The RSHM will share general summaries of the Annual SHMS Self-Evaluations with the RSHC. A copy of the Annual SHMS Self-Evaluation must be forwarded to DTSEM.

      3. Facilitate the RSHC.

        1. Serve as a permanent member as facilitator and technical advisor to the RSHC. Also maintains and distributes documentation, such as meeting minutes and specific safety and health program changes.

        2. Compile and maintain injury and illness records and incident reports and investigations for the Region, and analyze trends and share recommendations and success stories as appropriate. Provide updates on a quarterly basis to the Regional Administrator.

        3. Propose safety and health program modifications to improve employee safety and health protections through the Regional Administrator for submission to the DTSEM for review and approval.

        4. Maintain and dispose of SHMS related documentation in accordance with the Federal disposition schedule. Where no guidance exists on particular documents, they will be maintained for at least two years.

    3. The RSHC will:

      1. Promote occupational safety and health for the benefit of all employees.

      2. Meet at least quarterly to review, evaluate and recommend updates or additions to safety and health policies and practices.

      3. Review all reports of incidents, accidents, occupational injuries and illnesses, and near misses, and perform suitable analysis of this information and share any recommendations.

      4. Facilitate the implementation of OSHA safety and health policies and programs at the Regional Office, Area Office, District Office or Unit level.