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Emergency Preparedness Policy and Procedures
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Safety Program

Contents of this page:

  1. Policy Statement

  2. Safe Working and Educational Areas (Purchasing procedures ; Inspection procedures ; Hazardous waste storage, removal and disposal ; Office safety)

  3. Training (New employee orientation ; Student orientation ; Faculty/supervisory in-service training awareness ; Off-campus groups utilizing University facilities)

  4. Safety Records System (Records maintained by department ; Records maintained by University committees ; Safety-related licenses and registrations ; Central injury reports by category )

  5. Medical Services (Medical examination ; Disability/ADA services ; Treatment of injury or illness ; First aid service ; Periodic health examination for faculty, staff and students)

  6. Emergency Procedures

  7. Safety Awareness Program

  8. Regulatory Agencies

A. Policy Statement

Trinity University views the safety and welfare of employees, students and visitors as integral to carrying out the educational mission of the institution. The University will comply with federal, state and local safety regulations and will develop documented comprehensive plans, regulations, procedures and programs to ensure the continuing safety of the university community.

Administrative and supervisory personnel shall be responsible for the incorporation of safety principles and procedures in their employee orientation program and in their daily operating function, and they shall coordinate their activities with the Safety Coordinator.

Each member of the faculty, staff and student body is responsible for carrying out the safety program to insure the prevention of accidents and injuries.

B. Safe Working and Educational Areas

1. Purchasing Procedures

When purchasing equipment, it is the responsibility of the department, in consultation with the Purchasing Office and the Physical Plant Office, to review those items for safety consideration and to notify Campus Safety of potential hazards. The following steps should be taken.

a. Review the equipment before purchase regarding special maintenance problems, guarding, training needs and the need for protective equipment.

b. Review the equipment for human factor engineering such as, but not limited to, ventilation, heat and space.

c. Review the purchase of hazardous chemicals and toxic materials for: (i) possible substitution; (ii) potential storage problems; (iii) potential handling problems and procedures for use; (iv) disposal methods (see the chapter on the "Hazardous Materials Management Program").

d. Equipment requiring unusual or new electrical service should be reviewed by the Physical Plant Office before purchase.

e. A department safety review should be attached to the DEPARTMENT PURCHASE ORDER (DPO) at the time the item is purchased to insure that a complete record is maintained.

f. A Material Safety Data Sheet (MSDS) is to be requested for each chemical ordered. A copy of the DPO as well as a copy of any new MSDS is to be forwarded to Campus Safety.

2. Inspection Procedure

a. Campus Safety, in consultation with the Health and Safety Committee, shall develop a system of general inspection practices and procedures appropriate to all university areas.

b. Department heads shall develop an inspection system that includes practices and procedures.

c. Faculty members shall conduct routine inspections where appropriate in offices, laboratories, research, shop and storage areas.

d. The Physical Plant Office and Campus Safety personnel shall conduct regular inspections in their respective areas of responsibility.

e. Periodic audit inspections may be conducted by Campus Safety personnel or members of the Safety Committee.

f. Inspection discrepancies will be corrected on a timely basis and reviewed by Campus Safety in conjunction with the Safety, Security and Health Committee.

3. Hazardous Waste Storage, Removal and Disposal

a. Departments purchasing hazardous materials are responsible for the safe storage of these materials if they pose a hazardous waste concern.

b. The removal and disposal of hazardous materials are the responsibility of the department that purchased the item initially in coordination with Campus Safety.

c. Campus Safety will establish procedures and inventory guidelines to be followed in monitoring the storage, removal and disposal of hazardous materials.

d. Volatile materials are to be reported immediately to Campus Safety.

e. See also the University Hazardous Materials Management Program.

4. Office Safety

a. All office areas and work spaces shall be designed with ergonomic factors taken into consideration.

b. Safe procedures and practices shall be followed at all times.

C. Training

1. New Employee Orientation

Each department, in conjunction with Campus Safety and the Office of Human Resources, shall incorporate safety principles in their employee orientation program.

a. The Office of Human Resources shall orient new employees concerning working conditions and general safety policies in effect on the Trinity University campus.

b. Campus Safety will orient new employees during their six-month probationary period on procedures for reporting emergencies, accidents and injuries.

c. Department supervisors will orient new employees regarding specific safety practices in their respective areas.

  1. Supervisors are to advise those employees exposed to hazardous materials of their rights under the Texas and OSHA Hazardous Communication Standards.

  2. The department supervisor will provide written guidelines that the employee is to follow.

  3. The department supervisor will advise employees of the location of MSDSs relevant to an employee’s work area.

  4. The department supervisor will complete a NEW EMPLOYEE ORIENTATION CHECKLIST (see example).

2. Student Orientation

As an educational institution, Trinity University places a special emphasis on safety education as a component of the student’s overall learning experience.

a. At the start of each school year, Residential Life staff, in conjunction with Campus Safety, shall:

  1. advise residents about University safety policies;

  2. advise residents of specific Residential Life safety rules;

  3. advise on occupancy safety policies and rules; and

  4. advise on procedures for reporting emergencies, accidents and injuries.

b. Classroom and Laboratory Safety — Departments with classes and laboratories using specialized equipment shall advise students of safety policies including:

  1. safety practices and procedures to be followed in classroom areas;

  2. course requirements in respect to compliance with safety policies and rules; and

  3. procedures for reporting emergencies, accidents and injuries.

c. Student Activity — The Vice President for Student Affairs shall promulgate a system of supervision to ensure safe practices in the student activity area.

d. Student employees shall receive a brief orientation in the Office of Human Resources regarding general University safety practices and procedures prior to reporting to their work unit.

e. Department supervisors will orient employees regarding specific safety practices in their respective units.

3. Faculty/Supervisory In-service Training Awareness

a. Each department, as appropriate, shall provide specialized safety training awareness for its employees.

b. Campus Safety and the Office of Human Resources will provide a general safety orientation program for employees.

c. Departments are to train employees each time a new hazard is introduced into a work area. This training is to be documented.

4. Off-Campus Groups Utilizing University Facilities

The official university sponsor of any campus group utilizing university facilities will ensure that safe practices and procedures are followed.

D. Safety Records System

In order to comply with federal, state and local requirements, and to identify and correct hazardous conditions and practices, the following reports and records are to be maintained.

1. Records Maintained by Department

a. University Health Services

  1. Student injury, illness and health history

  2. Employee injury and illness records if treated or advised of the incident

b. Office of Human Resources

  1. Worker’s Compensation records

  2. OSHA records

  3. ADA compliance records

  4. Employee training records

c. Physical Plant Office

  1. Inspection records

  2. Department safety records

  3. Records of completed safety-related WORK ORDERS

  4. PCB records

  5. Asbestos records

  6. Pesticide records

d. Campus Safety

  1. Inspection and audit records

  2. Accident investigation records

  3. Safety procedures and practices from departments

  4. Records concerning safety procedures and regulations developed by Campus Safety

  5. Workplace Chemical lists

  6. Hazardous materials inventories

  7. University MSDS records

e. Vice President for Academic Affairs

  1. Identification of a Chemical Hygiene Officer

  2. Development of a Chemical Hygienic Plan

f. Individual Departments (where applicable)

  1. Department safety records (inspections, accidents)

  2. Department training records

  3. Records of safe practices and procedures

  4. MSDSs and chemical inventories where applicable (copies to be forwarded to the Safety Coordinator)

g. Risk Manager

  1. Insurance records

  2. Incident and accident claim records

2. Records Maintained by University Committees

a. Safety, Security and Health Committee

  1. Recommendations

  2. Audit records

  3. Safety analysis records

b. Institutional Bio-Safety Committee

  1. U.S. Department of Health and Human Services - National Institute of Health (HHS-NIH) guidelines

  2. University bio-safety and laboratory regulations and practices

  3. Archival files of research submitted to and considered by the IBC

  4. A copy of the minutes of committee meetings is to be forwarded to the Safety Coordinator.

c. Institutional Review Board (IRB)

  1. U.S. Department of Health and Human Services - National Institute of Health (HHS-NIH) guidelines

  2. University guidelines and policy on use of human subjects

  3. Archival files of research submitted to and considered by the IBC

  4. A copy of the minutes of meetings is to be forwarded to the Safety Coordinator.

d. Animal Research Committee

  1. U.S. Department of Agriculture, U.S. Public Health Service and U.S. Department of Health and Human Services guidelines

  2. University guidelines for care and handling of animals

  3. Archival files of research submitted to and considered by ARC

  4. A copy of the minutes of meetings is to be forwarded to the Safety Coordinator.

3. Safety-Related Licenses and Registrations
(Copies of these licenses are maintained in Campus Safety)

a. Chemistry Department

  1. U.S. Department of Environmental Protection Small Quantity Hazardous Waste Generator registry # (EPA) TXD 9808-10881, Texas Department of Health (TDH) registry #69129

  2. Industrial Alcohol Use Permit #TF-TX-424

b. Biology Department

  1. Texas Department of Health Radioactive Material License #L01668, Amendment #12

  2. Drug License - Biology Department DEA PEO217097, DPS 60049876 and DEA PEO126068, DPS JOO40282

  3. Animal Welfare Assurance #A-3241-01

c. Physical Plant Office

  1. Texas Department of Agriculture applicator’s license #N-4099

  2. City of San Antonio Swimming Pool License #3443

d. Food Service

  1. Health Department Certificates

  2. City of San Antonio Food Establishment License

4. Central Injury Reports by Category

a. Injury/Illness Reports

By Campus Safety to University Health Services, the Office of Human Resources, the Risk Manager, and the department head

b. Analysis of Central Injury Reporting Records

By Campus Safety to the Office of Human Resources and the Safety, Security and Health Committee.

E. Medical Services

1. Medical Examination

a. Staff — Departments utilizing medical examinations shall establish and maintain appropriate records and criteria for examination, where applicable.

b. Students — The University shall require up-to-date medical history on all resident students, to be maintained by University Health Services.

2. Disability/ADA Services

The University shall provide for access and services to individuals with disabilities. For employees, coordinate through the Office of Human Resources, for students, coordinate through the Office of Disabled Student Services, and for the general public or visitors, coordinate through the Office of Public Relations.

3. Treatment of Injury or Illness

The University Health Services, in consultation with the University Physician, is available to treat students for minor injuries and illness. Employees will receive first aid for on-the-job injuries. Courtesy nursing evaluation is available for employees presenting with illness or injury occurring off campus. If medical care is indicated employees will be referred to their private physician.

4. First Aid Service

Emergency procedures for handling medical problems will be developed by Campus Safety in conjunction with the University Health Services and the Safety Committee.

5. Periodic Health Examination for Faculty, Staff and Students

To establish and maintain appropriate records and criteria, Campus Safety, University Health Services, and the Office of Human Resources shall work with those departments that may require periodic examination of their employees. These examinations may occur because of exposure to hazardous conditions or hazardous materials, or as a condition of employment.

F. Emergency Procedures

Campus Safety shall develop and coordinate with each department emergency procedures regarding weather-related emergencies, bomb threats, major civil disturbances, catastrophic events such as fires or explosions, and hazardous conditions such as chemical spills (see the chapter on "Emergency Preparedness Policy and Procedures").

G. Safety Awareness Program

Campus Safety, in conjunction with the Safety, Security and Health Committee, will coordinate the publicity of University safety programs and objectives.

1. Activities — Promotion of Safety Information

a. Safety literature

b. Safety seminars

2. Maintaining Interest — Provide for Special Training to Staff

a. CPR and first aid

b. Fire safety

c. Accident prevention

3. Participation in the Employee Orientation Program

4. Newsletter

H. Regulatory Agencies

In reviewing safety procedures and practices, refer to these appropriate agencies for additional relevant regulations that may apply:

1. U. S. Environmental Protection Agency (EPA) — protection laws to protect human health and the environment.

2. U.S. Occupational Safety and Health Agency (OSHA) — regulates hazards in the workplace including work exposure to hazardous substances.

3. Texas Department of Health (TDH) — regulates hazards in the workplace including exposure to hazardous substances and radiation control.

4. Texas Water Commission (TWC) — Manages the EPA Resource Conservation and Recovery Act Program, which includes hazardous and industrial solid waste generation, storage, transportation, treatment, and disposal. Regulates the cleanup of inactive and abandoned hazardous waste sites.

5. Texas Department of Public Safety (TDPS) — regulates the transport of hazardous material.

6. Texas Department of Railroad Commission (TDRC) — regulates transporters of Hazardous materials.

7. U.S. Department of Transportation — regulates transporters and transportation of hazardous substances.

8. DOT, 819 Taylor Street, Ft. Worth, TX 76102, (214) 334-3927

9. Drug Enforcement Administration (DEA) — regulates licensing and permits for use of drugs and narcotics.

10. National Response Center (NRC) — hazardous material release emergency information and notification.

11. CHEMTREC (Hazardous Materials Emergency Information) — emergency contact for information on hazardous materials.

12. Texas Industrial Accident Board — worker’s compensation insurance.

13. San Antonio Fire Marshall — emergency response to hazardous material release.

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For further information, please call (210) 999-7306, or write to:

Trinity University
Office of Finance & Administration
One Trinity Place
San Antonio, TX   78212-7200

This page is provided to you for informational purposes.   Trinity University does not assume liability for omissions, typographical errors, or policy changes that are not updated immediately on this or other official university web pages.

This page was last modified on June 25, 2012.