Washington State University
SAFETY POLICIES AND PROCEDURES MANUAL

GENERAL WORKPLACE SAFETY
2.12
Revised 10-11
Environmental Health and Safety
335-3041

Unit Safety Committees and Meetings

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PURPOSE

Each unit is to provide a forum where employees are encouraged to discuss and assist unit management in resolving safety and health concerns. The unit may either establish an employee and management safety committee or hold regular foreman-crew safety meetings.

Unit Administrators

Unit administrators are responsible for:

Definitions

Safety Committees

A safety committee is an organizational structure where members represent a group of employees within an administrative unit or college, department, or building. Each University employee must be represented on a safety committee.

Foreman-Crew Safety Meetings

A foreman-crew safety meeting includes all applicable unit employees and a management representative who attends every meeting to ensure that issues are addressed. Units may only select this option when one of the following conditions apply:

SAFETY COMMITTEES

Membership

Nonmanagement Representatives

Employees elect fellow workers to represent them on the committee.

Employees elect committee members to serve for one year terms. Members may be reelected by their peers. There is no limit on the number of terms to which employees may be reelected.

Vacancies are filled by special election.

Management Representatives

The unit administration appoints at least one management representative to the committee.

The number of management members may not exceed the number of nonmanagement employee members.

Meetings

Chair

The committee elects a chair who presides at meetings. The term of the chair is one year. A chair may be reelected for another term. There is no limit on the number of terms to which a chair may be reelected.

Frequency

Meetings must be held at least six times per calendar year. The committee determines meeting times and locations and can meet more often if needed.

Meeting Length

The length of each meeting may not exceed one hour except by majority committee vote.

FOREMAN-CREW SAFETY MEETINGS

Membership

All employees are to attend the meetings.

At least one management representative must attend the meetings.

Meetings

The management representative ensures safety and health concerns are addressed during the meetings.

Frequency

Foreman-crew safety meetings are held at least once a month (12 times per year) or, if conditions require, weekly or biweekly.

MEETING AGENDAS AND ACTIVITIES

Safety meeting agendas must include the following activities:

Projects and Goals (Optional)

Safety meeting agendas may also include the following optional activities:

DOCUMENTATION

Safety committees and foreman-crew groups must document the minutes of safety meetings. The groups may use the Safety Meeting Report and Agenda form on 2.12.4-5 or may create a report to document safety committee or foreman-crew meetings. (See required report elements below.)

NOTE: All safety meeting reports must contain the elements included on the Safety Meeting Report form in the order listed. (See 2.12.4-5.)

The group appoints or elects a representative to document safety meetings.

Routing

Safety committees and foreman-crew groups are to route the safety meeting reports to unit administrators or supervisors for signature.

Safety committees and foreman-crew groups send the signed reports to EH&S and provide copies to unit employees (by direct distribution to employees or by posting copies on safety bulletin boards).

Retention

Safety committees and foreman-crew groups are to maintain copies of the safety meeting reports on file for two years, in accordance with University records retention requirements. (See BPPM 90.01.)

See the PDF form:
2.12.4-5: Safety Meeting Report and Agenda
Complete and/or print as needed.