Course Management Handbook...Southface Course Management Handbook 2019 3 Nondiscrimination Policy Southface Energy Institute is an equal opportunity training institution and employer

Course

Management

Handbook

05/03/19

Southface Course Management Handbook 2019 2

Course Management Handbook - Table of Contents

Nondiscrimination Policy .............................................................................................................................. 3

Commitment to Quality Training .................................................................................................................. 3

Commitment to Continuous Improvement .................................................................................................. 3

Commitment to Professionalism .................................................................................................................. 3

Confidentiality Policy .................................................................................................................................... 4

Document Retention and Destruction Policy ............................................................................................... 4

Course Attendance Policy ............................................................................................................................. 5

Grievance Policy ............................................................................................................................................ 6

Course Refund and Cancellation Policy ........................................................................................................ 7

Curriculum Development Process................................................................................................................. 8

Course Marketing Process .......................................................................................................................... 12

Course Evaluations and Course Surveys ..................................................................................................... 15

Resources for Students ............................................................................................................................... 15

Volunteers ................................................................................................................................................... 16

Internal Education Audit ............................................................................................................................. 16

APPENDIX A: Grievance Recordal Form - Process Documentation ................................... 18

DELEGATION AND ACCEPTANCE OF RESPONSIBILITY ............................................................................. 25

ACCIDENT/INCIDENT REPORTING & INVESTIGATION ................................................................................. 26

Accident Reporting Form ............................................................................................................................ 29

PERSONAL PROTECTION EQUIPMENT (PPE) ............................................................................................... 30

FIRE SAFETY ................................................................................................................................................. 31

ELECTRICAL SAFETY ..................................................................................................................................... 32

SAFETY INSPECTION PROGRAM .................................................................................................................. 33


Nondiscrimination Policy Southface Energy Institute is an equal opportunity training institution and employer and will not

discriminate on the basis of race, color, disability, creed, gender, marital status, national origin, sexual

orientation or religion.

Harassment or intimidation of a guest or employee because of race, color, age, disability, creed, gender,

marital status, national origin, sexual orientation or religion, is specifically prohibited and may be

grounds for termination of employment or dismissal from the premise. Harassment and intimidation

includes, but is not limited to, abusive, foul or threatening language or behavior.

Issues of discriminatory treatment, harassment, or intimidation on any of these bases should be

immediately reported to management via the grievance policy and, if substantiated, prompt action will

be taken to remedy the situation.

It is also the policy of this organization that all individuals with a disability are entitled to a reasonable

accommodation or modifications to the property that will permit the individual an equal opportunity to

use and enjoy the premises.

Commitment to Quality Training Southface Energy Institute is committed to providing quality trainings to promote sound building science

principles throughout the southeast through educating by example and partnering with other

organizations or companies to better serve the community.

Commitment to Continuous Improvement Southface Energy Institute is committed to continuous improvement throughout our organization,

including training programs. Through systems of strategic planning, self-assessment, student and

stakeholder engagement, as well as participation in industry activities, Southface continually assesses

our performance as an industry leader and seeks ways to increase our impact in promoting sustainable

homes, workplaces and communities through education, research, advocacy and technical assistance.

Commitment to Professionalism Southface Energy Institute trainers have the responsibility to conduct themselves in a professional manner to ensure quality trainings. This policy emphasizes the development of professional dispositions that reflect a commitment to excellence in trainings including: responsibility, respect, maturity, fairness, confidence and personal integrity. Professional trainer behavior includes, but is not limited to:

consistent class attendance

active class and field participation

demonstration of a variety of related in-field techniques

involvement in professional organizations or activities


adherence of professional confidentiality

demonstration of sensitivity to diversity

demonstration of knowledge and enthusiasm in working with a range of diverse learners

Confidentiality Policy Southface Energy Institute employees have the responsibility to comply with confidentiality rights of all

training applicants or students. This includes all information obtained through the course of a training,

including but not limited to personal identifiable information and test scores, which shall remain within

the organization. Southface Energy Institute reserves the right to use the personal information collected

for organizational mailing lists. This mailing list may be used to inform applicants or students of

upcoming events and/or special promotions. Applicants and students have the option of opting out of

the mailing list at any time. Regardless of whether an individual has opted out of the mailing list,

Southface Energy Institute may contact the individual regarding important information related to an

already purchased event. This may include important information such as an event cancellation,

postponement, or relocation. It may also include a question or problem related to an order or payment.

Southface Energy Institute members may also be contacted regarding annual membership renewals

regardless of whether or not they have chosen to be included on the mailing list.

Southface Energy Institute will not sell or rent personally identifiable information to anyone. Southface

Energy Institute may need to send personally identifiable information outside of the organization for

reporting purposes such as for certification (e.g., sending scores to the Building Performance Institute)

or for continuing education (e.g., sending student information to American Institute of Architects for

credentialing maintenance). Southface Energy Institute may also send personal information to others

when required to do so by law. All other requests for student information from outside entities will only

be honored, if Southface Energy Institute receives consent from the individual.

Southface Energy Institute may change this policy from time to time. Any changes will be posted on

www.southface.org.

Document Retention and Destruction Policy The education team will adhere to the following document retention and destruction policy. This policy

applies to any paper or electronic documents with student information. No paper or electronic

documents will be destroyed or deleted if pertinent to any ongoing or anticipated government

investigation or proceeding or private litigation. Program requirements take precedence whenever they

are more stringent than this policy.

Terms of Retention

These documents will be retained permanently in electronic format:

Sign-in Sheet indicating actual attendees

http://www.southface.org/


Attendee Data Sheet which includes name, address, phone, email, organization contact

information, etc.

Release of Liability Waivers

Class Demographics

Course Evaluations

Written Exams (only when applicable)

Invoices and Receipts

Photographs of Attendees (only when required for certificate or certifications)

Certificates

Score cards and test results data (only when applicable)

All other documentation relevant and specific to training or program

These documents will be retained for 3 years in hard copy format:

Sign-in Sheet indicating actual attendees

Attendee Data Sheet which includes name, address, phone, email, organization contact

information, etc.

Release of Liability Waivers (only for trainings with hands-on and/or off-site component)

Class Demographics

Course Evaluations

Written Exams (only when applicable)

Invoices and Receipts

Score cards and test results data (only when applicable)

All other documentation relevant and specific to training or program

All hard copies of student records are kept in a filing cabinet monitored by the Education

Coordinator and Training and Events Associate and are locked-up at the end of each day. All

electronic copies of student records are kept on a secure internal server which is only accessible by

employees.

Terms of Hard Copy Document Destruction

Hard copy documents will be destroyed by shredding. All waste will be recycled.

Terms of Electronic Document Destruction Duplicates and/or erroneous copies of electronic documents will be destroyed by deletion. Documents

saved on the server will be deleted directly. Documents saved on a user’s desktop will be deleted and

then will require the user’s recycle bin to be emptied.

Course Attendance Policy Training participants and students must attend all class sessions to receive the pertinent certificate,

credential or license provided within the course.


Grievance Policy Southface will adhere to high standards of quality and ethics in their training and educational services.

This policy addresses complaints, disputes, and appeals received from students, within two business

days about the training process, training content, performance of an instructor/staff member.

A grievance is defined as a student’s written expression of dissatisfaction concerning a particular

training’s content and/or performance of an instructor. Grievances may only involve issues directly

affecting the student and may not be brought on behalf of another student.

All grievances must be in writing and at a minimum contain the following information:

Name and contact information of grievance filer.

Name of related training and, if applicable, instructor or name of Southface staff member.

Description of the grievance in detail.

Copies of any relevant supporting documents.

To facilitate the proper documentation of grievances, it is recommended that the Grievance Recordal

Form (appended to the end of this handbook) be used.

A Southface Director shall appoint a committee to consider the documentation and make a decision

whether to proceed or dismiss the grievance.

In cases where the committee finds the documentation submitted does not meet the minimum

standards for a grievance, the grievance may be dismissed. The grievance filer shall be notified by return

receipt email, or other method which provides evidence of delivery, of the committee’s finding.

Upon a decision by the committee that the grievance should proceed to the next step, the committee

shall notify any applicable instructors on the subject of the grievance immediately. The respondent has

ten business days to submit a full and complete response to the grievance. All relevant information and

documentation shall be included in the response. The response shall be in writing and sent to the

committee.

Upon receipt of the response, the committee shall consider and take action on the grievance within

thirty business days. The action may include, but is not limited to:

Dismissal of grievance

Amend training content

Correct instructor/staff member performance

All parties to the grievance shall be informed by read receipt email, or other method which provides

evidence of delivery, of the committee’s action.


Upon completion of the Southface grievance procedures, individuals maintain the right to submit a final

appeal to the Georgia Nonpublic Postsecondary Education Commission (GNPEC). Final grievance appeals

can be submitted to GNPEC at:

Georgia Nonpublic Postsecondary Education Commission 2082 E Exchange Pl # 220, Tucker, GA 30084

(770) 414-3300 https://gnpec.georgia.gov/student-complaints

Course Refund and Cancellation Policy

The following refund policy applies to all Southface courses and events. For questions please contact

Southface at 404-872-3549 before registering for the event.

Refunds

Cancellation requests submitted in writing to [email protected] within 3 business days of

registration for training will receive a 100% refund. Cancellation requests submitted in writing after 3

business days of registration and at least 5 business days before the start of the workshop or training will

receive a 50% refund. Cancellation requests received less than 5 business days before the start of the

workshop will receive no refund.

Any extenuating circumstance (such as prolonged illness or death) that prevents a participant from

attending a workshop or training should be submitted in writing to [email protected]. Southface

reserves the right to review extenuating circumstances requests on a case-by-case basis and make refund

decisions appropriately. Attendees should also refer to the replacement policy listed below.

Transfers

Southface will permit a ONE-TIME ONLY workshop registration transfer without financial penalty.

Transfers may only be made based on workshop dates, not workshop content. Any additional transfer

thereafter will incur a transfer fee assessed at 25% of course tuition or $65, whichever is less, per

registration. Transfer requests must be submitted in writing to [email protected] at least 5 business

days before the start of the workshop. Transfer offers expire 6 months from the start date of the course

and if no action is taken during this 6 month grace period, tuition payment will be forfeited.

Transfer requests received less than 5 business days before the start of the workshop will be processed

as refund requests and will receive a 50% refund.

Replacements

Participants unable to attend a workshop may send a replacement participant. Replacement requests

must be submitted in writing to [email protected] before 12PM the day prior to the workshop and

https://www.google.com/search?rlz=1C1GCEA_enUS840US840&ei=naLIXJbtPOqH_QaKl7rYAg&q=GNPeC&oq=GNPeC&gs_l=psy-ab.3..35i39l2j0l2j0i10l6.1057.1057..1717...0.0..0.85.85.1......0....1..gws-wiz.......0i71.dETRdSVJNmw

https://gnpec.georgia.gov/student-complaints

mailto:[email protected]





include original participant name and contact information and replacement participant name and contact

information. The replacement participant must meet the requirements for the workshop.

All Requests

Please allow up to 5 business days for refund or transfer requests to be processed.

Southface reserves the right to CANCEL and/or RESCHEDULE any training at any time. Should Southface

cancel or re-schedule a course it will make every attempt to do so no less than seven days before the

course start date. In the event Southface cancels a scheduled workshop or training, we will notify all

registered participants immediately and provide either a full refund or free transfer.

Southface does not refund travel, lodging and/or meal expenses in the event of a workshop

cancellation. Southface recommends booking refundable travel arrangements.

Curriculum Development Process After receiving approval to create a new course from the Program Director, the Project Manager must

meet with the Curriculum Development Manager to review and complete the Course Design Sheet and

Standards & Objectives Sheet. All Southface trainings must complete these forms. Once the forms are

submitted by the Curriculum Development Manager, the information will be sent automatically to

members of the marketing and education team for course promotion and continuing education

application submittal.

During the Curriculum Development Process, the Curriculum Development Manager and Project Manager

are responsible for creating a syllabus, developing activities and exercises, evaluating and developing

learning assessment tools and techniques, and ensuring that the training meets the standards set forth in

the Southface Course Management Handbook. In addition, the Project Manager is required to reach out

to partners and agencies invested in the workforce outcome of Southface trainings to request their

participation in the development of training content.

The Curriculum Development Manager and Project Manager will establish course prerequisites based on

the level of mastery required by the course content. Prerequisites may require the participant to have

passed an entry level course or to hold a degree or certification before registering for a course. The

Education Coordinator and Training and Events Associate are responsible for verifying that participants

have met the prerequisites prior to enrollment.

Once dates, locations, and instructors have been established, Project Managers must complete the

Course Notification Form. This form will alert the education team that the course is confirmed and will

trigger a variety of tasks that support the course.


Course Design Sheet Process Outline

Course Inception

Program Director approves course creation with Project Manager. Project Manager sets up meeting with Curriculum Development Manager to fill out Course Design Sheet.

Course Design Sheet (CDS)

Project Manager completes form with Curriculum Development Manager who reviews, edits and approves. Approved form is then submitted to staff listed below, as well as the Program Director. The information will be used to create course materials, CEU applications and marketing support documents. For more

details about marketing support for trainings, please reference the Course Marketing Process section of the Course Handbook.

Curriculum Development

Manager

PowerPoint Assistance

Promotional Slides

Education Coordinator

CEU Applications

Answer Phone Inquiries

Website Page

Marketing Coordinator

Flyer

Email Newsletter

Training and Events Associate

Registration Listing

Key to Job Titles

Curriculum Development Manager Mike Ford

Education Coordinator: Ali Mithavayani

Marketing Coordinator: Shelby Kurland

Trainings and Events Associate: Ali Mithavayani

Development Manager: Ermis Zayas

Special Events Project Manager: Kelsey McNamara

Events and Office Coordinator: Samantha Shaye


Course Notification Sheet Process Outline

Training Dates, Space and Instructors have been Confirmed

Project Manager has confirmed when the training will take place, has checked room calendars to confirm that desired space is available and has confirmed instructor availability.

Course Notification Form (CNF)

Project Manager completes CNF with all information filled out and provides "Special Notes" for unusual situations and requests. Any questions about this form should be directed to the Education Coordinator. When finished, Project Manager submits form which is sent to the staff listed below.

Curr. Dev. Manager

LMS Assistance

Development Manager

Coordinates Lunch Sponsorships if

Applicable

Education Coordinator

Courses Spreadsheet

Statistics and Revenue Tracking

Print Materials

Special Coordination with venue if needed

(also TEA)

Continuing Education Support

Education Fellow

Provides Registration Materials (Sign-in,

evals, etc.)

Coordinates Prop Trunks and other

Equipment

Sets-up Students on LMS (also EC & TEA)

Certificates (also EC & TEA)

Pre/post training emails (also EC &

TEA)

Marketing Coordinator

Updates Website

Office Coordinator

Puts Course on Website Calendar

Links Website to registration page

Special Events P.M.

Cross Checks Eco-Office Room Reservation

Trainings & Events Assoc

Creates registration listing

Event on Courses Calendar and Sends

Invites

Confirms on-site venue holds

Creates Completed Courses Folder

Places On-site and Off-site Catering

Orders


Curriculum Update Process

Project Managers are responsible for keeping course content up-to-date by scheduling course

maintenance meetings with the Curriculum Development Manager every six months. Course

maintenance meetings will provide quality assurance for course content by reviewing the curriculum,

syllabus, and pre-requisites to assess how the training is meeting its stated objectives and outcomes.

Project Managers are required to meet with the Curriculum Development Manager prior to significantly

changing course content. If more than 20% of the course content is changed, the training will need to

be resubmitted to continuing education organizations.

Student Application Development

For IREC specific courses, an electronic registration package is emailed to each registrant, which includes

course information, a Course Application, prerequisites, and additional study resources. The Course

Application includes: course information, general contact information, company information, veteran

status, demographics, credentials, prerequisites and marketing. To determine course prerequisites,

Project Managers will work with the Curriculum Development Manager.

Once a student completes the Course Application, the Education Coordinator confirms whether all

prerequisites have been met. If all prerequisites are met then the student will be registered for the

course. If all prerequisites are not met by the application, the student will need to complete an online

or in-person tutorial before being registered for the course.

Examination Development

Project Managers are required to design each curriculum with the end goal in mind, by defining what

the student will be able to do after successful completion of the course. Project Managers meet with the

Curriculum Development Manager to develop the standards and objectives for the course. Curriculum

and assessments are then designed around the overall and supporting course goals and objectives. The

Project Manager and Curriculum Development Manager decide what types of assessments will best

correlate with the curriculum: formative or summative, written or performance-based and the types of

assessment questions asked which must follow standard guidelines. The Project Manager and

Curriculum Development Manager determine the criteria for passing vs. non-passing the assessments.

Once created, the Curriculum Development Manager is responsible for ensuring that the curriculum

correlates with the standards and objectives, covers all material on the assessment and arranges a team

to review the assessment items to ensure accuracy.

Southface created assessments are stored electronically on a secure local computer server. Students

take the exams on paper or electronically and are notified the day of the exam. Students are provided

the opportunity to discuss the exam with a member of the Southface staff if requested.

Southface will provide all students with a comfortable, secure location to complete assessments. If

needed and with prior arrangement, Southface will provide the student with a computer for completing

digitally delivered assessments. For field exams, Southface will provide the field exam location which

meets all testing criteria and is located in the close vicinity of the Southface main campus.


Southface will provide appropriately trained test proctors for written and field exams. Southface will

track student, instructor and proctor assessment rotations to ensure that there are no conflicts of

interest.

Course Marketing Process The education and marketing teams support trainings by connecting target audience to information

about Southface training opportunities through the website, newsletter, email blasts, hand-outs and

social media outlets.

In order to ensure that the education and marketing teams have accurate information about new and

existing trainings, instructors and project managers must follow these guidelines.

When bringing a new course to Southface, all project managers must follow the Curriculum

Development Process as outlined in this handbook. As part of this process, the Project Manager must

meet with the Curriculum Development Manager and complete a Course Design Sheet as well as a

Standards and Objectives Form. Once complete, these forms contain information that will be used to

create website content, digital flyers and other marketing-related resources.

The type of resources that the marketing team provides for a course is determined by its classification.

The Curriculum Development Manager will assign the training a classification during the initial

Curriculum Development meeting. The Training Marketing Matrix outlines marketing services for each

classification. If a course falls under one category but there is a good argument for why it should receive

additional marketing support, the Project Manager, Program Director and Marketing Director must

meet to discuss in more detail before the submission of the Course Design Sheet.

Training Classifications

Course classification will be documented in section 6 on the Course Design Sheet

Priority Trainings

Examples of priority trainings might include those required as a part of major grants or contracts or

special trainings as requested by Program Directors. Trainings in this classification require a special

meeting with the marketing team to discuss specific marketing strategies.

Standard Trainings

Examples of standard trainings might include Southface or licensed training content. These trainings are

taught by or in conjunction with a Southface staff member. In order to meet this classification, the

training must have multiple training dates scheduled. Most Southface trainings will fall under this

classification.

Other Training Categories

Examples of other training categories might include single events, conference presentations, or external

events hosted at Southface. Trainings taught by non-Southface staff members or “one-off” trainings

might fall under this classification.


Private Trainings

Private trainings are courses that are not offered to the general public and therefore are not listed on

the Southface website. These trainings do not require marketing support from Southface staff.

Web-based Trainings

Examples of web-based trainings might include trainings hosted on our Learning Management System

(LMS), webinars, videos or other on-demand online training presentations. Web-based trainings will be

listed on the Southface Training webpage under Distance Learning.

Training Marketing Matrix

Information necessary to provide the marketing support listed below will be pulled from the Course

Design Sheets and the Course Notification form as applicable.

Priority

Trainings

Standard

Trainings

Other

Trainings

Private

Trainings

Web-based

Training

Marketing by Project Manager

Registration Page*

Southface Website Calendar Listing*

Courses Newsletter Listing*

CEU Organization’s Website Listing*

Social Media Posting

Southface Website Course Page**

Course Flyer **

Course Slide **

Targeted e-Blast

Website Carousel

Journal Listing

Southface Website Distance Learning

* Automatic for eligible courses upon submittal of Course Notification Form (CNF)

** Eligible with submittal of Course Design Sheet (CDS)


Marketing Support Types

Marketing by Project Manager

Project Managers and instructors are encouraged to help promote courses at meetings or networking

events. Project Managers should be sure to give a “teaser” at the end of each relevant class and ask

instructors of other closely related trainings to allow you a couple of minutes to plug the training.

Project Managers can also post training information to relevant professional organizations’ online

calendars and bulletin boards or ask contacts to distribute an email blast to their connections.

Registration Page

A registration page will be automatically created once the Course Notification Form is received if

Southface is handling the registration. The course is then available via searching the registration

database, as well as by direct link.

Southface Website Calendar Listing

With the creation of the registration page, the course will also appear on the Southface website

calendar, and, in the case of EarthCraft trainings, on the EarthCraft website.

Course Newsletter Listing

Each month Southface sends out an e-mail blast to the main distribution list, capturing the next month’s

trainings. These e-Blasts list all trainings that occur from the 15th of the month to the 15th of the

following month. The e-Blast features one training which is selected by the Education Coordinator

based on possible revenue, registration numbers and a variety of other factors. If a project manager

would like his/her course to be featured, send an email to or schedule a meeting with the Education

Coordinator.

CEU Organization’s Website Listing

Once CEU applications have been approved by various organizations for continuing education credit, the

course will often appear on the education provider’s web calendar (e.g. AIA or GBCI).

Social Media Posting

Marketing Associate will promote the training on Facebook, Twitter and/or LinkedIn.

Southface Website Course Landing Page

Content for this page will be taken from the Course Design Sheet, so Project Managers are encouraged

to schedule a meeting with the Curriculum Development Manager to discuss what should be advertised.

Course Flyer

Content from the Course Design Sheet will be entered into a basic Southface e-flyer template by the

Marketing Coordinator. Project Managers can distribute this flyer to their contacts.

Course Slide

The Project Manager may design, or may request that a member of the marketing or education team

design a slide advertising the course to be incorporated into relevant trainings. The Curriculum


Development Manager will determine appropriate placement with the Project Manager, and the

information for this slide will be pulled from the Course Design Sheet.

Targeted e-Blast

“Special” mass mailings (outside of the standard once-a-month course-blast) to a big mailing list.

Customized e-Blasts require approval from Marketing Director.

Website Carousel

Course featured on the moving slide show on the Southface homepage.

Journal Listing

The last page of the Southface Journal, which is published quarterly, lists basic information about

regularly occurring courses, which is pulled from the Course Design Sheet.

Course Evaluations and Course Surveys The education team will conduct in-class student evaluations at the end of each course in order to

evaluate the effectiveness of the delivery of the course content and the instructors. Course evaluations

will at a minimum include: course information, instructor evaluation, course evaluation, student self-

evaluation, marketing information and additional comments. Students will not be required to complete

a course evaluation, but will be highly encouraged to submit one.

Additionally, the education team will conduct an online student survey at least sixty (60) days after

course completion to evaluate the retention level and application of course content on request by the

Project Manager. The online course survey will at a minimum include: course information, examples of

skills learned from the course, examples of applying skills, examples of challenges still working on,

desired additional training, student self-evaluation and additional comments. Students will receive an

email requesting their participation but will not be required to participate.

During the first six (6) deliveries of a new curriculum, Project Managers will review the results of the

course evaluations and, if applicable, the course surveys, to determine if improvements need to be

made to the course curriculum and/or an instructor’s delivery. Curriculum improvements will be

strongly considered if a suggestion is made by three (3) classes or if more than half the students in one

class make the same suggestion. Instructor improvements will be strongly considered if he/she receives

one (1) “poor” mark. After the first six deliveries, Project Managers will spot check evaluations and

surveys to ensure consistent performance.

Resources for Students Southface Energy Institute provides students with an in-house and virtual resource library. Students can

access the in-house resource library at 241 Pine St. NE, Atlanta, GA 30318, Monday through Friday, from

8:30 am to 5:30 pm. The in-house library contains journals, case studies, white papers and books

related to energy efficiency, solar power, construction concepts, energy and building science. Students

can access the virtual resource library at http://www.southface.org/learning-center/library/ from any

http://www.southface.org/learning-center/library/


computer. The virtual library contains articles, case studies, savings calculators, podcasts, manuals,

white papers, fact sheets and presentations relating to green building certification programs, building

guides and manuals, best practices, radon, solar power, water efficiency, school resources and energy

saving tips. Additionally, students can call our main line 404-872-3549 for help on a specific issue.

Volunteers All volunteers must sign and abide by the IREC Code of Ethics and Southface Liability Waiver.

Internal Education Audit The purpose of the internal education audit is to provide independent, objective assurance on the

consistency and effectiveness of the education team’s operations. The auditing process helps the

education team accomplish its goals and objectives by bringing a systematic approach to evaluate and

improve its management systems and procedures.

Scope of Work The scope of work of the internal educational audit is to determine whether the education team’s

management systems and procedures, as assigned and represented by staff, are adequate and

functioning in a manner to ensure:

Educational goals and objectives are achieved.

Employee actions are in compliance with the written policies, standards and procedures.

Risks are appropriately identified and managed.

Responsibility

The Internal Education Auditor has the responsibility to:

• Develop a flexible annual audit plan using an appropriate methodology and submit that plan to

the Program Director for review and approval as well as periodic updates.

• Implement the annual audit plan, as approved, including as appropriate any special tasks or

projects requested by the Program Director.

• Provide, annually, an assessment on the adequacy and effectiveness of the education team’s

processes for controlling its activities and managing its risks in the areas set forth under the

mission and scope of work.

• Report significant issues related to the processes for controlling the activities of the education

team, including potential improvements to those processes, and provide information concerning

such issues.

• Periodically provide information on the status and results of the annual audit plan and the

sufficiency of department resources.


Audit Process

The Internal Education Auditor will conduct an annual audit preferably during the third quarter on the

policies and procedures listed below. The audit will consist of meeting with a sample set of education

team members, at least 3 individuals, to assess if the team members are up to date on policy

requirements. To determine if an individual knows a policy, the Internal Education Auditor will ask

questions pertaining to the location of the policy, a brief description and who is responsible for an item

if applicable. The Internal Education Auditor will report any inconsistencies and corrective

recommendation in addition to any areas for continuing education of team members.

Policies and Procedures

IREC Code of Ethics waiver

Nondiscrimination Policy

Conflict of Interest Policy

Course Management Handbook location

Commitment to Quality

Commitment to Professionalism

Confidentiality Policy

Document Retention and Destruction Policy

o Terms of Retention

o Terms of Hard Copy Document Destruction

o Terms of Electronic Document Destruction

Grievance Policy

Curriculum Development Process

o Course Design Sheet Process Outline

o Course Notification Sheet Process Outline

o Curriculum Update Process

o Student Application Development

o Examination Development

Course Marketing Process

o Training Classifications

o Training Marketing Matrix

o Marketing Support Types

Course Evaluations and Course Surveys

Resources for Students

Safety Policy

Safety Toolkit

Management Responsibilities

Tools & Equipment

Appropriate Staff Training, Job Description and Reviews


APPENDIX A: Grievance Recordal Form - Process Documentation

A grievance is defined as a student’s written expression of dissatisfaction concerning a particular training’s

content or an action or performance of a Southface instructor/staff member. Grievances may only involve

issues directly affecting the student and may not be brought on behalf of another student. This form shall

document the entire Grievance process and all documents and discussions in regard to this grievance,

presently and in the future, shall be held in the strictest of confidence to protect the Organization, Employee

and Complainant.

The following is to be completed by complainant.

To: (Recipient of Form)

Name of Complainant:

Complainant Address:

Complainant Phone:

Complainant Email:

Name of Training:

Name of Instructor:

Date of Alleged Violation:

Please provide a detailed description of the “Alleged Violation” and attach any relevant documentation directly to this form. Please be clear and concise in your explanation of the alleged violation, reason you are filing this grievance and the actions you feel necessary in order to resolve this grievance.

COMPLAINANT’S SIGNATURE DATE

GRIEVANCE RECIPIENT SIGNATURE DATE

Once complete, the Grievance Recipient will forward this form and all attached documentation to the

relevant Southface Director. The Director shall appoint a committee to consider the documentation and

make a decision whether to proceed or dismiss the grievance.


FIRST STEP – GRIEVANCE REVIEW: Program Director / Grievance Committee

Initial Comments or Additional Information (Southface Director):

Grievance Committee (Appointed by Southface Director):

Result of Grievance: Outcome Narrative (Please document the outcome of the Grievance Review below. Please do not include minutes of the Committee Meeting or any information that would be a violation of confidentiality of the Organization, Complainant and/or Employee. Attach additional sheets if necessary)

____ Accepted by Complainant

____ Not Accepted by Complainant

SIGNED :

COMPLAINANT DATE

PROGRAM DIRECTOR DATE

WITNESS DATE

The outcome of the Grievance Review, whether to “Dismiss / Proceed,” with the Grievance must be “Accepted / Not Accepted” by the complainant. This form must be signed by the Program Director, Complainant and a neutral Witness.

If the decision is made to “Proceed” with the Grievance and “Accepted or Not Accepted” by the Complainant, please proceed to Second Step;

If the decision is made to “Dismiss” the Grievance, and “Accepted” by the Complainant, this concludes the Grievance process and all action documented above must be taken;

If the grievance is “Not Accepted” by the complainant, please proceed to Second Step.

Date of Committee Meeting:

________________

OUTCOME:

____ Proceed with Grievance

____ Dismissal of Grievance


SECOND STEP: MANAGEMENT / EMPLOYEE REVIEW – Chief Operating Officer

Initial Comments or Additional Information (Chief Operating Officer):

Additional Management in Attendance (If necessary)

Result of Review – Action Taken: (Please document the outcome of the Management /Employee Review below and the steps necessary to resolve the grievance. Please do not include any notes or minutes from the Employee Review or any information that would be a violation of confidentiality of the Organization, Complainant and/or Employee. Attach additional sheets if necessary.)

SIGNED:

EMPLOYEE DATE

CHIEF OPERATING OFFICER DATE

The outcome and action to be taken from of the Management / Employee Review, must be “Accepted / Not Accepted” by the employee and signed by the Employee and Chief Operating Officer. Action taken is then presented to the Complainant to be “Accepted / Not Accepted.”

____ Accepted by Complainant

____ Not Accepted by Complainant

COMPLAINANT DATE

If grievance is accepted by the Employee and Complainant all action must be taken as indicated in the above narrative. If grievance is “Not Accepted” by either the Employee or Complainant, proceed to Third Step.

Date of Meeting:

______________________

OUTCOME:

____ Accepted by Employee

____ Not Accepted by Employee


THIRD STEP - EXECUTIVE LEVEL, FINAL REVIEW: Executive Director

Initial Comments or Additional Information (Executive Director):

The Executive Director may elect to resolve Grievance at Management level, present grievance to Board of Directors or appoint a Committee from the Board of Directors for review of Grievance.

All in Attendance (If necessary) Date of Meeting:

Result of Final Review – Final Action Taken: (Please document the outcome at the Executive Level and the final steps necessary to resolve the grievance. Please do not include any notes or minutes or any information that would be a violation of confidentiality of the Organization, Complainant and/or Employee. Attach additional sheets if necessary.)

____ Accepted by Employee ____ Accepted by Complainant

____ Not Accepted by Employee ____ Not Accepted by Complainant

SIGNED:

EMPLOYEE DATE

COMPLAINANT DATE

EXECUTIVE DIRECTOR DATE

The outcome and action to be taken from of the Executive Level, must be “Accepted / Not Accepted” by the employee and complainant and signed by the Executive Director, Complainant and Employee and all action must be taken as indicated in the above narrative. If grievance is “Not Accepted” by either the Employee or Complainant, it shall be documented as such, and the action listed in the above narrative will be the final action taken on this grievance. Please attach all relevant documentation, notes and minutes of meetings and file in a secure location. This concludes the Grievance process.

The content of this form is Private and Confidential.


Safety Manual

Southface Safety Manual 2016 23

Safety Manual - Table of Contents Nondiscrimination Policy .............................................................................................................................. 3

Commitment to Quality Training .................................................................................................................. 3

Commitment to Continuous Improvement .................................................................................................. 3

Commitment to Professionalism .................................................................................................................. 3

Confidentiality Policy .................................................................................................................................... 4

Document Retention and Destruction Policy ............................................................................................... 4

Terms of Retention ................................................................................................................................... 4

Terms of Hard Copy Document Destruction ............................................................................................. 5

Terms of Electronic Document Destruction.............................................................................................. 5

Grievance Policy ............................................................................................................................................ 6

Course Refund and Cancellation Policy ........................................................................................................ 7

Curriculum Development Process................................................................................................................. 8

Course Design Sheet Process Outline ....................................................................................................... 9

Course Notification Sheet Process Outline ............................................................................................. 10

Curriculum Update Process .................................................................................................................... 11

Student Application Development .......................................................................................................... 11

Examination Development ..................................................................................................................... 11

Course Marketing Process .......................................................................................................................... 12

Training Classifications ............................................................................................................................ 12

Training Marketing Matrix ...................................................................................................................... 13

Marketing Support Types ........................................................................................................................ 14

Course Evaluations and Course Surveys ..................................................................................................... 15

Resources for Students ............................................................................................................................... 15

Volunteers ................................................................................................................................................... 16

Internal Education Audit ............................................................................................................................. 16

Scope of Work ......................................................................................................................................... 16

Responsibility .......................................................................................................................................... 16

Audit Process .......................................................................................................................................... 17

Policies and Procedures ...................................................................................................................... 17

APPENDIX A: Grievance Recordal Form - Process Documentation ............................................................ 18


DELEGATION AND ACCEPTANCE OF RESPONSIBILITY ............................................................................. 25

Program Manager Responsibilities ....................................................................................................... 25

Instructor Responsibilities ...................................................................................................................... 25

Student Responsibilities .......................................................................................................................... 25

Safety Committee Responsibilities ......................................................................................................... 26

ACCIDENT/INCIDENT REPORTING & INVESTIGATION ................................................................................. 26

Accident Reporting ................................................................................................................................. 27

Accident Investigation............................................................................................................................. 27

Accident Reporting Form ........................................................................................................................ 29

PERSONAL PROTECTION EQUIPMENT (PPE) ............................................................................................... 30

Protective Clothing ................................................................................................................................. 30

Eye Protection and Face Protection ........................................................................................................ 30

FIRE SAFETY ................................................................................................................................................. 31

Classes of Fires ........................................................................................................................................ 31

General Rules .......................................................................................................................................... 31

ELECTRICAL SAFETY ..................................................................................................................................... 32

Defective Equipment .............................................................................................................................. 32

Unsafe Practices ...................................................................................................................................... 32

Lack of Knowledge .................................................................................................................................. 33

SAFETY INSPECTION PROGRAM .................................................................................................................. 33

GENERAL INSTRUCTIONAL SAFETY CHECKLIST .................................................................................... 34

GENERAL BUILDING SAFETY CHECKLIST ............................................................................................... 35


DELEGATION AND ACCEPTANCE OF RESPONSIBILITY

Program Manager Responsibilities Accident prevention in classroom and in-field activities must have leadership and guidance. The

following are functions considered the responsibility of the program manager in a comprehensive

accident prevention program.

1. Arrange for the procurement of safety equipment.

2. Secure enthusiastic support of accident prevention from instructors.

3. Observe instructors for assurance that safety instruction is a functioning part of the course.

4. Receive and review accident reports.

5. Support instructors in enforcing safety regulations.

6. Ensure instructors and other staff possess all relevant safety training and related certifications.

Instructor Responsibilities

The primary responsibility for classroom and in-field safety instructions in accident prevention rests

with the instructor. The following are considered the responsibilities of the instructor on a

comprehensive accident prevention program.

1. Incorporate safety instruction in the course.

2. Perform a safety inspection of all training locations (on- and off-site) and complete the General

Safety Inspection checklist.

3. Ensure any safety concerns are remedied before beginning the course.

4. Begin each course with safety review, including location of first aid kits, fire extinguishers, and

emergency exits.

5. Give instructions on hazard and accident prevention specific to the particular course.

6. Give instructions and promote activities, which will lead to accident prevention in future

employment.

7. Provide necessary personal protective equipment.

8. Follow all safety practices personally.

9. Revise facilities to provide for optimum safety conditions. Give special attention to layouts;

equipment and tools; and storage and handling of materials.

10. Enforce safe housekeeping procedures.

11. Make recommendations for improving environmental safety conditions.

12. Fill out a formal accident report regardless of nature or severity.

13. Conduct the preliminary accident investigation.

Student Responsibilities Students are an integral part of the safety program. Learning the proper safety procedures prepares

them in the proper use of tools and equipment.


1. Develop safe attitudes through actual training and practice of safe behavior in the field.

2. Develop the ability to evaluate potential hazards in activities, which may form a part of their

future careers, and to take the appropriate prevention measures.

3. Develop a sense of responsibility for their safety and the safety of others.

4. Demonstrate knowledge and understanding of the safety rules and regulations.

5. At all times, follow the safety rules and regulations.

6. Alert the instructor to hazards that exist in the classroom or in the field.

7. Report any defective tools or equipment to the instructor.

8. Operate equipment only after receiving instructions on how to operate the equipment safely.

9. Wear the appropriate safety equipment whenever there is danger in the work environment.

Safety Committee Responsibilities

The Safety Committee fosters and promotes a commitment to safety on an institute-wide basis.

Membership of the Safety Committee consists of:

Chairperson - appointed by the Program Manager

One (1) Instructor

Facility Manager

The following are considered the responsibilities of the Safety Committee on a comprehensive accident

prevention program.

1. Review and make recommendations in all matters regarding safety in the classroom, field and

vehicle safety.

2. Review all accidents resulting in personal injury and/or property damage; conduct a root cause

analysis; and recommend prompt correction of unsafe conditions or practices.

3. Promote safety among employees by planning in-service activities, procuring safety instructor

material, recommending appropriate training and certifications, etc.

4. Adhere to specific safe practices and regulations.

5. Ensure all safety related documentation (including relevant staff certifications) is maintained.

6. Review Safety Manual and revise as necessary.

The Committee shall meet at least once each quarter at a time and date established by the Chairperson.

Additional or emergency meetings may be scheduled by the Chairperson.

ACCIDENT/INCIDENT REPORTING & INVESTIGATION The key to an effective safety program is the timely, accurate, and thorough reporting along with the

investigation of accidents and incidents. It is up to the student and instructor to ensure that when an

accident or incident occurs, and after the student or staff member has been cared for, a complete

accident report is made. The form provided in conjunction with this safety program is intended to be a

guide to provoke thought and recollection. It will also serve as a record of what happened, why, and

what will be done to help prevent similar occurrences.


Accident Reporting

1. All accidents, no matter how minor, must be reported.

2. Within one workday, the instructor will complete an accident report form. Accidents involving

employees will be reported by the immediate supervisor.

3. The accident report form will be submitted to the program manager for review.

4. A copy of the accident report will be kept by the instructor.

5. Reports of accidents involving personal injury or property damage will go to the Safety Committee.

Accident Investigation In order to determine the cause and identify necessary corrective actions, all accidents will be

investigated preliminarily by the instructor and followed up by the Safety Committee as a part of the

process of completing the accident report form.

1. The accident report centers on what happened; the accident investigation phase should

concentrate on the causes and corrective steps necessary to prevent a reoccurrence.

2. The accident investigation may add supplementary information to the accident report.

3. The instructor may request assistance in conducting the investigation. Assistance may be

provided by advisory committee members, other instructors, or specialists in a particular area

(e.g., fire marshal).

4. The accident investigation will be submitted to the program manager.

Definitions

Injury - the result of an accident, a cut foot, a broken arm, a damaged eye. It is not the accident itself.

Primary cause - the condition or act that caused the accident: A pool of liquid spilled on the floor, etc.

Secondary causes - the other acts or conditions that contributed to the accident. These include the

reasons the spill on the floor had not been cleaned up. Often it may be difficult to separate the primary

from the secondary cause. This should not hinder an accident investigation; all causes should be listed.

The important thing is to detect and correct all of them.

Other causes - the conditions that could result in accidents but had no effect on the particular accident

being investigated.

Types of accident causes

Unsafe conditions (mechanical failure or physical causes)

Unsafe procedures (human failure)

An intensive search may have to take place before the real cause of an accident can be found.

Data Collection


The investigator of an accident has three sources of information: equipment, material, and people.

Equipment and material are fairly reliable if present. They are not affected by tricks of memory or

prejudice. The key to inspecting objects is to know what to look for. If, for instance, a blower door fan

malfunctions, was it appropriately plugged in or were there objects in the fan path? Also, was the fan in

good condition with no defective parts? A "yes" answer to any of these questions helps to narrow the

investigation.

People, on the other hand, can be more difficult to handle because the approach to them will often

determine the amount of information to be received. An impartial and impersonal attitude must be

achieved. Trying to fix blame or find someone to "blame it on" (or giving this impression) will accomplish

nothing. Therefore everything should be collected including tips and rumors. There will be time later to

sort and evaluate the material.

Information received from the people at the scene may or may not be accurate. A variety of factors can

color the facts. Some common ones are:

1. Did they actually see the entire accident take place or were they attracted by the noise and

excitement?

2. What are the attitudes of the people involved? Do they dislike their jobs or their supervisors?

Personal feelings do affect the way things are viewed.

3. Is the person being interviewed trying to avoid being at fault? Does he or she have an axe to

grind?

The basic question when interviewing people is "why"? For example, "Why do we do it this way?" "Why

is the chemical used here?" "Why are these items stored here?" However, in using this approach, it is

important to be ready to point out that the reasons these questions are asked is simply to find the facts

so that a similar accident can be prevented. Accurate information cannot be expected from people if

they feel threatened. Frequently, the answer to "Why?" will be "because we have always done it that

way." This answer often points out the real cause of an accident; no one has thought of the safety

aspect before; or if they have, they have been unwilling to change even for the sake of safety. Either

way, an important discovery has been made.

Summary

This section has been designed to assist in preventing future accidents by properly investigating those

accidents that do occur. Record the facts, what action is recommended, and protect the safety of the

students and instructors. Begin the investigations by asking "Why" and continue asking until all the

facts are known. Answering that question will save injuries, property damage, and money.


Accident Reporting Form

Instructor Portion

Name of person injured:

Location of injury:

Date and time:

Nature and extent of injury

Witnesses:

Type of medical treatment: First Aid EMT Clinic/Hospital

First Aid administered:

Name of First Aid provider:

Preliminary cause of injury:

Unsafe condition:

Unsafe procedure:

Unknown:

Safety Committee Portion

Concluded cause of injury:

Corrective action(s) to be taken:


PERSONAL PROTECTION EQUIPMENT (PPE) Students and instructors must observe all safety procedures regarding personal protection and

procedures for safe operation of equipment. Safety rules and regulations will be presented through

Material Safety Data Sheets (MSDS), presentations and demonstrations. Students will not be permitted

to use equipment until they have received appropriate operating and safety instruction. The following

table describes the location and personal protection equipment recommended:

Location PPE Recommendation

Attic Non-conductive Hard Hat, Safety Goggles, Gloves,

TYVEK® Suit, Dust Mask, Boots

Unfinished Basement, Crawl Space

Non-conductive Hard Hat, Safety Goggles, Gloves, TYVEK® Suit, Dust Mask, Boots

Main Living Space Booties

Main Campus or SWEET Center (if handling tools or

doing hands-on training involving tools)

Safety Goggles, Dust Mask, Gloves, Boots

Pre- and Post- Dry Wall Inspection

Non-conductive Hard Hat, Safety Goggles, Boots

Protective Clothing

Students and instructors are encouraged to wear clothing appropriate to the safety requirements of the

course. Recommended protective clothing includes but is not limited to boots, long pants, gloves and

non-conductive hard hats (specifications must meet ANSI Z90.1-1969). Extra full-body protection, such

as a TYVEK® suit may be required in situations of high pollutant exposures, such as crawl spaces. In

addition, it is advisable to remove all jewelry (e.g., rings, chains, etc.) and tie back long hair. Always

consult MSDS sheets for appropriate attire.

Eye Protection and Face Protection

Rules, regulations, and procedures for eye protection safety for students, instructors, and observers are

developed and implemented to meet industry standards and legislative requirements. In addition to eye

protection safety provisions found elsewhere in other safety material used in the instructional process,

the provision for eye and face protection will include the following:

1. Every student and instructor using equipment or tools which present potential eye and face

injury from physical or chemical agents shall be required to wear eye protection.

2. Eye protection equipment issued to students or instructors shall be durable and capable of

being disinfected. All eyewear must meet ANSI Z87.1-1968.

3. Persons whose vision requires the use of corrective lenses or spectacles, shall be protected by


goggles that can be worn over corrective lenses or spectacles without disturbing the adjustment

of the spectacles.

4. Dust masks and/or respirators must be worn in potential presence of high-volume of

contaminants, such as dust, allergens, and vapors.

5. NIOSH-certified respirators must be worn by required staff. Required staff will be notified by the

Safety Chairman.

FALL PROTECTION

Southface will provide and install fall protection equipment for all staff and students as required by 26

CFR 1926 Subpart M, 1926.501. All personnel needing fall protection will be properly trained in its

operation and use.

FIRE SAFETY

Classes of Fires

There are four principal classes of fires. No one extinguishing agent works well on all although some

work on most.

Class A: This is the most frequently found fire involving wood, rubber, paper, and most plastics.

Use water, chemical-extinguishing solutions water, or Class A dry chemical (they crust and

smother the glowing embers).

Class B: Flammable liquids can be difficult to extinguish. Dry chemicals are most effective,

followed by foam, inert gas, and water spray. A flammable liquid fire in a container can be

extinguished by putting a lid on the container. Remember that the heat from a flammable liquid

fire can quickly ignite wood or paper in the vicinity, making extinguishing more difficult.

Class C: Covers electrical fires. Remember that the first step in extinguishing an electrical fire is

shutting off the power to the equipment on fire. Then an extinguisher with a Class C rating may

be used to complete extinction. It may be necessary to use water if the electrical fire has

involved other combustible materials. AVOID USING WATER ON ELECTRICAL EQUIPMENT THAT

IS NOT DEENERGIZED UNLESS IT IS APPLIED IN A FINE SPRAY, AND EVEN THEN CAUTION MUST

BE TAKEN TO AVOID ELECTRICAL SHOCK FROM TOUCHING “LIVE” SURFACES.

Class D: Certain materials such as magnesium and powdered aluminum may burn intensely. In

general, the extinguishing method involves excluding air and moisture with dry sand or special

metal fire extinguisher powder.

General Rules

Approved fire extinguishers are required in all vehicles and classroom areas. Multipurpose dry

chemical units are most effective for general use. General-purpose fire extinguishers should

have at least 2-A, 10-B, or C rating. Multipurpose ABC units are used in most areas.

Store flammable liquids in approved (Underwriters Laboratories or Factory Mutual Labeled)


safety containers and cabinets.

Inspecting and testing of fire extinguishers will be completed at regular intervals by a contracted

fire extinguisher service. The Safety Committee will be responsible for quarterly inspections. Any

irregularities will be addressed by the Facility Manager.

All students and staff should familiarize themselves with fire escape routes.

Bulk storage of flammable materials should be in approved areas.

Oxidizers and oily materials should not be stored together.

All students and staff should familiarize themselves with shut-off valve or switch locations for

gas or oil fired equipment and know how to de-energize electrical equipment in an emergency.

Use only approved liquids for cleaning purposes.

ELECTRICAL SAFETY The use of electricity has become so common that few people realize the potential dangers of electrical

energy. Most of the accidents that are caused by electricity could have been avoided if the hazard had

been recognized and if action had been taken to correct the adverse condition. The instructor must

realize that any electrical circuit is a potential hazard, regardless of the amount of voltage or current

present. Electrical accidents are caused by unsafe conditions, unsafe practices, or a combination of both.

Cause of electrical accidents can be traced to (1) defective equipment, (2) unsafe work practices and, (3)

lack of knowledge of the dangers of electricity.

Defective Equipment

A variety of unsafe conditions involving the different types of equipment creates many electrical

hazards. Some of the common defects of tools and equipment are as follows:

1. Improperly grounded equipment (ground wires missing, broken, or improperly connected)

2. Open conduits, switch boxes, damaged or worn connections, and exposed live wires

3. Insulation which is defective, inadequate, worn, frayed, wet, oily or deteriorated, creating short

circuit possibilities and energizing equipment

4. Defective switches, receptacles, extension cords, and lamp sockets

5. Dirty motor windings and improperly adjusted brushes

6. Improperly connected power tools and defective insulation in portable tools

7. Broken housings, loose or vibrating machine parts which contact and energize tool or machine

frames and expose "live" surfaces to operator

8. Cracked and broken ladders

All defective equipment will be labeled with “DO NOT USE”, and shall not be used.

Unsafe Practices Unsafe practices and work procedures result in electrical accidents and fires. Some of the common

unsafe acts committed in the laboratory are:

1. Making machine electrically live without instructor's permission


2. Using ungrounded equipment or removing ground connections

3. Using defective tools or equipment in need of repair

4. Using equipment not for the intended use approved by the Underwriters Laboratories

5. Overloading of circuits or over fusing circuits

6. Using light duty, ungrounded extension cords for industrial service

7. Use of metal ladders while working on electrical equipment

Lack of Knowledge

Teaching a basic understanding of electrical safety is an important part of the total instructional

program at Southface.

SAFETY INSPECTION PROGRAM The key to effective safety programs is a recurring and specific inspection program that examines all

aspects of safety planning, instruction, operations, and maintenance. The program is not only for

instructional areas but for Southface as a whole, with a goal of checking that a safe environment is

available for students and staff alike.

General Instructional Safety Checklist

This is intended for use within academic program areas and addresses general safety, procedures,

physical condition, and student awareness. Course instructors must perform a safety inspection of all

training locations and any safety concerns must be remedied before beginning a course. This policy

applies to both on-site and off-site training locations.

General Maintenance Safety Checklist

This is intended to be used by maintenance and supervisory personnel to inspect the facility as a whole

on a periodic basis.

All areas of the campus must be inspected at least annually. Reports from all inspections should be

turned into the Facility Manager, who will coordinate maintenance activities where required.


GENERAL INSTRUCTIONAL SAFETY CHECKLIST DATE: LOCATION:

S – Satisfactory A – Acceptable with Attention U – Unsatisfactory NA – Non-Applicable

GENERAL PHYSICAL CONDITION

Furniture and equipment S A U NA

Ventilation is adequate for conditions S A U NA Illumination is adequate for conditions S A U NA

SAFETY PROCEDURE AND MATERIALS

Safety included as integral part of instruction S A U NA Emergency procedures are posted S A U NA Emergency procedures are reviewed periodically S A U NA

Fire extinguishers are of proper type, readily available and maintained

S A U NA

Faculty and students know location and proper use of fire extinguishers

S A U NA

First aid supplies are available S A U NA

Faculty receives periodic training in first aid/CPR procedures S A U NA Accident reporting procedures are reviewed with students S A U NA

Accident reports are submitted and reviewed to eliminate hazards

S A U NA

Appropriate safety signs posted and observed (no smoking, etc.) S A U NA

Students are informed on knowledge of safety S A U NA ELECTRICAL AND FLAMMABLE MATERIALS

Power cords are in good condition S A U NA Electrical outlets are used properly S A U NA Power and/or extension cords arranged to prevent tripping hazard

S A U NA Flammable and/or hazardous materials identified and properly stored

S A U NA

Properly procedures are followed to dispose of flammable or hazardous waste

S A U NA

COMMENTS:

Printed Name & Signature of Individual Conducting Inspection and Date


GENERAL BUILDING SAFETY CHECKLIST

DATE: LOCATION:

S – Satisfactory A – Acceptable with Attention U – Unsatisfactory NA – Non-Applicable

GENERAL SAFETY

Floors are clean, dry as possible and free of holes, protrusions or other walking hazards

S A U NA

Passageways are clear of floor and wall obstructions and are of adequate width for all required use

S A U NA

All ladders are in good sturdy condition S A U NA All straight ladders and extension ladders are equipped with non-slip feet

S A U NA

All ladders are frequently inspected on a regular basis for sound structural conditions

S A U NA

All metal ladders are free from sharp edge, burrs, etc. S A U NA Furnace room, custodial rooms and closet are free of litter, trash, and unorganized stored materials

S A U NA

Heating and ventilating units are in proper working order and regularly inspected for proper operation

S A U NA

Garden hoses or electrical cords or other obstructions are not allowed to remain across normal pathways

S A U NA

Flammable materials are kept in safety-approved containers and proper cabinets or rooms

S A U NA

Approved safety glasses are worn by students and staff when working with hazardous tools

S A U NA

Gas pipes within building are regularly tested for leaks S A U NA

Custodial carts and equipment are managed in such a way as not to create traffic hazards

S A U NA

Insect spraying is done promptly when needed. It is done on a regular basis.

S A U NA

There are no sharp or broken edges on desks, tables, chairs, etc S A U NA

Main entrance doors to classrooms, offices, multi-use rooms, etc. are in good working order

S A U NA

There is no broken glass in doors or windows S A U NA Metal threshold and carpet binding strips are securely fastened to the floor

S A U NA

Mats or other types of carpeting lay flat, and when on waxed floors, have a non-slip reverse side

S A U NA


EXITS

Exits are clearly visible and access to them clearly indicated and free of obstruction

S A U NA

Exit doors are free of chains, bars, or other devices that would prevent free exit in time of need

S A U NA

Exit lights are in good working order S A U NA

FIRST AID

First aid supplies are readily available S A U NA

FIRE EXTINGUISHERS

Extinguishers are conspicuously located and readily available S A U NA There is a program of proper maintenance for all extinguishers S A U NA Proper extinguishers are provided for anticipating hazards and properly located fifty feet from hazards

Class A – for wood, cloth, paper and rubber fires Class B – for flammable or combustible liquids Class C – for hazards near electrical equipment Class D – for hazardous areas where combustible metals

such as magnesium, titanium, zirconium, sodium, and potassium are stored or used

S A U NA

Durable tags are attached to each extinguisher to record the date of recharge and initials of person who performed the service

S A U NA

The fire alarm system is maintained in working condition S A U NA

ELECTRICAL

Electrical cords are in good condition S A U NA Electrical panel boards are properly covered with trim plate doors

S A U NA

Access to each panel board is free of obstruction S A U NA All electrical appliances are equipped with 3-wire grounded cords S A U NA

POWER TOOLS

All the power driven circular saws are equipped with guards S A U NA

The lower guard of portable circular saws will automatically and instantly return to the protective position

S A U NA


“Dead man” controls are on all portable power driven tools S A U NA Electrical portable tools properly grounded S A U NA Power lawn mowers are purchased to meet ANSI Standard B71.1 – 1986 Specifications for Power Lawn Mowers

S A U NA

VEHICLE

Operational head lights S A U NA

Operational break lights S A U NA

Operational reverse lights S A U NA

Operational turn lights S A U NA

Sounding horn S A U NA

Appropriate level of motor oil S A U NA

Functioning windshield wipers S A U NA

Proper tire pressure S A U NA

Proper latching of seat belts S A U NA

First aid kit present S A U NA

Personal Protection Equipment kit present S A U NA

For additional information on the Southface Vehicle Policy, refer to the Personnel Policy.

COMMENTS:

Printed Name & Signature of Individual Conducting Inspection and Date