Health, Safety, and Risk Management Guidelines and Procedures

Virginia Peninsula Community College considers the health and safety of each student, employee, guest, and contractor to be of utmost importance. Prevention of occupationally related and/or induced injuries and illnesses is of such consequence that it will be given precedence over any other consideration. It is the responsibility of every employee, student, contractor, and/or guest to comply with the appropriate and/or applicable Federal, State, System, and/or College safety guidelines and/or procedures, which may or may not be directly referenced in these guidelines and/or procedures. Employees are expected to perform their job in a manner that advances this commitment to employee health and safety. Virginia Peninsula Community College’s goal is to prevent injuries and illnesses before they occur and minimize the severity of injuries and illnesses when they do occur through the implementation of a proactive risk and hazard mitigation health and safety program.

The health and safety of our workplaces and educational spaces is everyone’s responsibility. We encourage all employees, students, contractors, and guests to Make Safety, and Make Safety Last! Increased awareness of accident prevention is the key to establishing an environment conducive to promoting health and safety practices for all employees, students, contractors, and guests of the College. All college employees are responsible for following established safety rules and procedures, reporting, and taking the necessary actions to correct any hazards they observe, and to report all accidents immediately to their respective supervisors.

Faculty members should be familiar with and teach safety procedures to their students as an objective of all courses, and more especially in programs/courses identified as high-risk educational programs. They should also be familiar with and inspect their areas (classrooms/laboratories) to ensure that acceptable standards for safety are met. Any discrepancies should be reported to the responsible dean/director for resolution.

Maintaining health and safety also extends to proper attire. All College employees, students, and visitors are required to wear footwear and clothing that would not detract from the learning environment and that is appropriate for the job, task and/or educational environment. Where there is the potential for working with hazardous materials or in an environment that has the potential to cause harm, injury, and/or illness, appropriate personal protective equipment (goggles, gloves, masks, shoes, etc.) shall be appropriately worn to reduce the risk of injury and/or illness.

These health and safety guidelines and/or procedures are dynamic and shall be reviewed at least annually, more often as necessary, and/or in conjunction with any accident/injury investigation. Questions or suggestions regarding this manual can be directed to the Director of Safety and Security.

1.1 Virginia Peninsula Community College Health and Safety Guidelines and Procedures Statement:

A. The Occupational Safety and Health Act of 1970 requires employers to provide safe and healthy working conditions and for employees to have an important role in safety and health operations. The safety and health of employees, students, contractors, and/or guests of the college is a primary consideration in the operation of Virginia Peninsula Community College and is an integral component of our mission in the community.

B. It is the intent of Virginia Peninsula Community College to comply with all applicable laws and regulations. To do this, we must constantly be aware of conditions that can produce injuries in all areas of the campus. No employee is expected or required to work at a job he or she knows is not safe or healthful. Cooperation in identifying and detecting hazards and, in turn, controlling them is a condition of employment at Virginia Peninsula Community College. If an employee identifies or detects a hazard, the employee shall immediately inform his or her supervisor of the hazard if the implementation of the required correction is beyond their ability or authority.

C. The personal safety and health of each employee and student are of primary importance. The prevention of occupationally related and/or induced injuries and illnesses is of such consequence that it will be given precedence over any other consideration.

D. Every employee has an individual responsibility to follow established Federal, State, Local, and/or College regulations, laws, policies, guidelines, and/or procedures, and actively participate in required training, practice workplace safety, wear personal protective equipment, if required, and immediately report harmful and/or hazardous conditions, including reporting injuries or illnesses arising from the course of employment.

E. The college maintains the responsibility to investigate, provide corrective actions when appropriate, develop plans and/or protocols to mitigate endangerment, and consider all employee suggestions for achieving a healthier and safer workplace.

F. Supervisors must enforce safe work practices, as well as college safety guidelines and/or procedures, as well as consider the implementation of appropriate and applicable industry best practices, as well as practices, guidelines, and/or procedures promulgated by the College’s Safety Committee.

G. Failure to comply with all applicable Virginia Peninsula Community College, Virginia Community College System, and/or Virginia Department of Human Resources policies, guidelines, and/or procedures, including applicable federal, state, and/or local regulations, laws, and/or ordinances will subject employees to formal disciplinary action up to and including termination of employment, and students to disciplinary action in accordance with the college student policies, procedures, and/or guidelines.

H. Virginia Peninsula Community College shall maintain a safety and health program conforming to the best management practices of organizations of this type. To be successful, such a program must embody proper attitudes toward injury and illness prevention not only on the part of employees and students but also between each person and his or her co-workers. Only through such a cooperative effort can a safety program be established that serves the best interests of all of the stakeholders.

I. Our objective is to have a safety and health program that will reduce the number of injuries and illnesses to an absolute minimum.

1.2 Safety Statement and Expectations

A. Virginia Peninsula Community College shall not knowingly permit unsafe conditions to exist, nor will it permit employees or students to engage in unsafe acts. Violations of regulations, laws, safety rules, guidelines, and/or procedures and regulations shall result in disciplinary action in accordance with the policies, procedures, and/or guidelines outlined in appropriate and/or applicable Virginia Department of Human Resource Management Policies and Procedures and/or applicable student conduct policies and procedures, as amended.

B. Virginia Peninsula Community College believes that the safety of employees, students, contractors, and/or guests, as well as the college’s physical property can best be ensured by a meaningful health and safety program. While not intended to be an exhaustive reference and/or list of all federal, state, local, and/or college safety and health regulations, statutes, ordinances, guidelines, and/or procedures. The purpose of this safety manual is to enhance situational awareness, promote, reference, link to, define, and/or publish federal, state, local, and/or college safety and health regulations, statutes, ordinances, guidelines, and/or procedures. Virginia Peninsula Community College has the right to withdraw, suspend, modify or amend this manual and/or college safety and health guidelines and/or procedures as a whole, or in part, at any time and without notice.

C. Employees: Employees in specific positions or performing specific tasks are frequently more aware of unsafe conditions than anyone else, employees are encouraged to make recommendations, suggestions, and criticisms of unsafe conditions to their immediate supervisor so that they may be corrected.

D. Faculty and staff are generally responsible for the working conditions within their departments and facilities and shall remain alert to dangerous and unsafe conditions, so that:

a. Recommendations and corrective action can be taken.
b. Disciplinary measures can be taken against those who habitually create or indulge in unsafe practices.
c. Appropriate assessments can be made of new or changed situations that create inherent dangers.
d. Follow up with employees’ recommendations to improve safety and health conditions in the workplace.

E. In accordance with the guidelines and procedures referenced and/or described herein, it is the responsibility of the College’s Safety Committee to provide support to enhance the safety program at Virginia Peninsula Community College. See Section 3 of this manual for a more detailed description of the Committee’s responsibilities.

1.3 Loss Prevention and Control Guidelines, Procedures, and Expectations

A. Virginia Peninsula Community College shall maintain an effective loss prevention and control program to protect the safety and health of employees, students, contractors, and guests, as well as the preservation and/or conservation of property, facilities, and the environment.

B. Virginia Peninsula Community College shall provide the necessary resources and enforcement actions to ensure adherence to, and compliance with, federal, state, local, and/or college safety and health regulations, statutes, ordinances, guidelines, and/or procedures manual.

C. It is the responsibility of all employees, students, and contractors to work together to provide the necessary corrective actions to ensure an injury-free workplace and preservation and/or conservation of property.

D. Employees, students, contractors, and/or guests shall immediately report any potential or real hazards, which may cause personal injury or illness and/or property damage or loss. Employees and students are expected to observe all applicable safety requirements, to use the safety equipment provided, and to practice safe work practices and procedures at all times.

E. It is the responsibility of the Vice President for Finance and Administration, The Director of Human Resources or their designee, the Director of Safety and Security and the Director of Facility Services to administer this loss prevention and control program.

2.1 Safety Orientation and Training

A. Virginia Peninsula Community College shall provide appropriate safety training to individuals based on their job responsibilities and/or educational program.

B. In collaboration with applicable college units, as well as the Human Resources Department, the Director of Safety and Security, and the College’s Safety Committee, shall ensure that appropriate and/or required safety and health information and/or professional development programs/courses are developed, made available, required, and/or delivered to all employees, students, contractors, and/or guests, as applicable and/or appropriate.

C. Specific safety and health professional development requirements for position, job, task, and/or educational program shall be offered, required, and/or completed when the employee is oriented by his/her immediate supervisor, and/or students are oriented by their course faculty and/or staff. Annual training may be required for specific roles. Documentation for periodic and/or annual training is forwarded to the Human Resources Department, as appropriate.

2.2 Safety Rules, Guidelines, and/or Procedures

A. Safety rules, guidelines, and/or procedures are established to provide a basic understanding of the minimum requirements necessary to ensure a safe and healthy work and/or educational environment, and to protect employees, students, contractors, and/or guests from injuries and illnesses due to exposure to occupational and/or educational hazards.

B. Each supervisor and/or faculty/staff member shall ensure that all health safety rules, guidelines, and/or procedures are followed by his or her employees and or students, as well as any contractors performing work under their supervision. Supervisors and/of faculty/staff shall always encourage employees, students, contractors, and/or guests to follow all health and safety regulations, law, ordinances, policies, rules, guidelines, and/or procedures. Whenever a safety violation is noticed, the supervisor and/or faculty/staff member is responsible for reporting the situation, as necessary and/or appropriate, and/or re-training the employee/student.

E. If it becomes necessary to administer discipline for health and/or safety regulations, law, ordinances, policies, rules, guidelines, disciplinary action will be consistent in accordance with the policies, procedures, and/or guidelines outlined in appropriate and/or applicable Virginia Department of Human Resource Management Policies and Procedures and/or applicable student conduct policies and procedures, as amended.

3.2 Virginia Peninsula Community College Safety Committee

A. The mission of the College’s Safety Committee is to provide support to enhance the health and safety program at Virginia Peninsula Community College by encouraging all employees, students, contractors, and guests to participate in the health and safety process for the betterment of all concerned; and, to ensure that all mechanical and physical facilities, curricula, and/or life safety and personal protective equipment required for safety and health are provided and maintained in accordance with regulations, statutes, laws, ordinances, rules, guidelines, procedures, and/or applicable industry best practices that are in keeping with the expectations established for Virginia’s community colleges.

B. The College’s Safety Committee is committed to and/or responsible to:

a. Formulate and disseminate rules, policies, guidelines, practices, and procedures that promote health and safety. Act as a problem-solving group to assist in the identification and control of hazards.
b. Review reported deficiencies and/or conduct investigations into safety and health related situations, incidents, accidents, etc.
c. Provide recommendations regarding safety and health related actions, programs, rules, guidelines, and/or procedures.
d. The College’s Safety Committee shall encourage safety awareness among all employees, students, contractors, and/or guests.
e. Monitor safety performance, and assist with safety inspections.

C. The College’s Safety Committee is charged to:

a. Reduce injuries and illnesses by preventing accidents and near-miss incidents and investigate incidents when they do occur.
b. Establish a web-based near-miss reporting system.
c. Be aware of conditions in all work areas that can produce injuries.
d. Aid the college in complying with all laws pertaining to safety.
e. Aid in the prevention of occupationally induced injuries and illnesses.
f. Aid the college in recommending and/or the provision of mechanical and physical facilities required for personal safety and health.
g. Implement a program that establishes a culture of injury and illness prevention for all students, faculty, staff, and guests of the college.
h. The College’s Safety Committee shall be comprised of eleven members as follows:
a. Continuous Membership

i. Director of Facilities (co-chair)
ii. Director of Safety and Security (co-chair)
iii. Dean of Retention and Student Success
iv. Dean of STEM Division
v. Director of Allied Health
vi. Director of Manufacturing, Skilled Trades, & Transportation

b. Rotating Membership (two-year appointments)

i. Teaching Faculty Representative
ii. Facilities Department Representative
iii. Human Resources Department Representative
iv. Enrollment Management & Student Success Rep.
v. Historic Triangle Campus Representative

A. The principal responsibilities of the College’s Safety Committee shall be as follows:

a. Conduct regular safety meetings.
b. Conduct building safety inspections.
c. Review accident/injury reports and discuss corrective actions.
d. Maintain appropriate records of their activities.
e. Review and update Safety Guidelines and Procedures on an annual basis or as needed.

B. This program applies to all of the Virginia Peninsula Community College units and/or facilities.

3.3 Safety Inspections and Corrective Actions

A. The College’s Safety Committee in coordination with the Director of Safety and Security and the Director of Facilities Services shall conduct regular inspections of campus buildings and grounds using the Facility Checklist provided in the appendix section of this manual.

B. Corrective action plans shall be developed for those items noted as needing attention on the Facility Checklist. This plan shall include immediate steps to eliminate and/or reduce the potential for accidents in the workplace.

C. The plan shall include a target completion date for items that cannot be corrected immediately. Temporary measures shall be taken to ensure the safety of employees while the corrective action is scheduled to be performed.

D. Corrective actions that cannot be completed immediately shall be reported at the College’s Safety Committee meeting. The committee shall follow up on the resolution of items noted for corrective action included on the Facility Checklist.

4.1 Accident and/or Injury Reporting Procedures

A. All accidents and injuries requiring the provision of first-aid and/or emergency medical care to employee, students, contractor, and/or guest shall be reported immediately (following activation of emergency services agencies [911], as appropriate and the deployment of immediate aid) to the employee’s supervisor and to the Department of Police, Safety, and Security (757-825-2732).

a. The appropriate VPCC Report of Accident and/or Injury (or witness) Form shall be completed within two business days of the accident and/or injury.

b. The Department of Police Safety, and Security will complete an incident report, as well as submit any supplements/addendums to the initial report in accordance with Department policies and procedures.

c. The Human Resources Department is responsible for collaborating with employees regarding adherence to current worker compensation and/or other benefits, as applicable.

d. Human Resources may collaborate with Enrollment Management and Student Success unit with regard to collaborating with guests whom may have been involved in an accident and/or injured.

e. A representative of the Dean of Student Services shall be responsible for collaborating with students and/or guests whom may have been involved in an accident and/or injured.

f. A representative from the contracting unit i.e., Facility Services, Information Technology, etc. will collaborate with contractors whom may have been involved in an accident and/or injured.

B. Damage to buildings, equipment, or property shall be immediately reported to the Department of Police, Safety, and Security, as well as the Facility Services Department.

4.2 Accident Investigation Procedure

A. The primary purpose of an accident investigation is to prevent future workplace injuries. This document provides a basis for studying and recording the reasons an accident occurred, identifying existing or potential job hazards (both safety and health), and determining the best course of action to take to reduce or eliminate these hazards.

B. The Human Resources Director or their designee are responsible for ensuring that accidents involving employees are properly investigated.

C. Accident investigations shall be started promptly.

D. The incident report form shall be used to gather data to determine the causes of accidents and to identify appropriate corrective actions.
E. When new employees are hired, the Human Resources Department shall inform them during new employee orientation about the accident investigation procedures and their role and responsibilities according to this policy.
4.3 Workers’ Compensation Program Management

A. The Human Resources Department is be responsible for administering the Worker’s Compensation program in accordance with federal and state requirements.

B. Injured employees shall comply with the following:

a. Report the incident immediately to his or her supervisor.
b. Complete the appropriate Report of Accident and/or Injury Form within two (2) business days of the date of the incident.
c. Follow all Worker compensation and/or other benefit requirements, as applicable.
d. Maintain contact with their supervisor and the Human Resources Department regarding the amount of time lost and expected return to work date.
e. Obtain written authorization to return to full or restricted duty from the physician and present authorization to the Human Resources Department for review.

C. The injured employee’s supervisor shall comply with the following:

a. Notify the Human Resources Department of the incident immediately.
b. Assist the injured employee in completing and submitting the Incident Report. In the event that the employee is unable to complete the report, the supervisor shall complete as much of the report as possible.

5.1 Safety Procedures – General

A. Virginia Peninsula Community College employees, students, contractors, and/or guests are expected to comply with all health and safety regulations, statutes, ordinances, policies, guidelines, and/or procedures.

B. The Director of Facility Services shall be responsible for implementing and/or enforcing health and safety regulations, statutes, ordinances, policies, guidelines, and/or procedures in areas related to maintenance and shall certify that any affected employees are properly trained before they engage in work activities involving the equipment or tasks.

C. The Director of Safety and Security shall be responsible for implementing and/or enforcing health and safety regulations, statutes, ordinances, policies, guidelines, and/or procedures college-wide, in collaboration with the members of the Department of Police, Safety, and Security. The Director of Safety and Security shall collaborate with the Human Resources Department to ensure that required health and safety professional development requirements are met by employees.

D. Instructors, faculty, and deans/directors shall be responsible for implementing and enforcing health and safety regulations, statutes, ordinances, policies, guidelines, and/or procedures in areas related to academic/instructional programs and shall certify that any affected students are properly trained before they engage in activities involving the equipment or tasks.

E. Employees, students, contractors, and guests shall not engage in and/or perform work or handle equipment or material if they are not familiar with, are not certified if required, and/ or have not been trained to perform the task and/or job in a safe manner.

5.2 General Safety Rules and Procedures

A. All employees, students, contractors, and guests shall comply with the college’s general rules, guidelines, and/or procedures as applicable:

a. Use an appropriate ladder or stool when reaching for high objects. Do not stand on a chair, carton, or other substitute for the correct device.
b. Properly store and/or strap down all items. Accidents can be caused by falling objects carelessly placed in elevated locations.
c. Inspect electrical devices for safe operation prior to use and periodically thereafter.
d. Electrical cords that are badly worn or damaged shall be repaired or discarded.
e. Temporary electrical cords shall be routed so as not to cross aisles or walkways.
f. Use machines only for their intended jobs. If the machine has guards, use them.
g. Do not disable or override guards or other safety devices.
h. Report defective or worn tools and equipment to the appropriate supervisor.
i. Lock and tag machines and equipment which are being repaired in accordance with Virginia Peninsula Community College’s Lockout/Tagout Policy. (Section 10 of this manual.)
j. Inform the appropriate supervisor if taking prescription medicines that cause fatigue or drowsiness. Do not operate machines or equipment unless fully alert.
k. Report all injuries and/or “close calls” to the appropriate supervisor and the Human Resources Department. (See Section 4 of this manual for additional information.)
l. Report all unsafe conditions and/or unsafe acts to the appropriate supervisor so that corrective action can be taken.
m. Do not engage in horseplay, scuffling, running, and practical joking in work areas where there are hazards.
n. Do not wear open-toe shoes and sandals in work areas where there are hazards.
o. Do not wear long hair, dangling jewelry, watches, and rings in areas where there are hazards.
p. Wear appropriate personal protective equipment (PPE) in areas in which hazards exist.

5.3 Specific Safety Guidelines, and Procedures

A. Abrasive wheel equipment is defined as cutting tools with abrasive grains including, without limitation, bench and portable grinders.

B. Only authorized employees shall operate abrasive wheel equipment.

C. Abrasive wheel equipment shall not be used within 35 feet of open combustible and flammable materials.

D. Gaps between tool rests and the grinding wheel shall be set properly and guards shall be in place.

E. Compressed gas storage tanks and cylinders shall be handled and stored in accordance with the following:

a. Never smoke when carrying, connecting, disconnecting, or working around cylinder storage areas.
b. Use gloves when handling propane cylinders.
c. Visually inspect cylinders prior to each use for dents, scrapes, and gouges; damage to the valves; debris in the relief valve; damage to or loss of the relief valve cap; leakage at valves or threaded connections; and damage to or loss of gaskets and O-rings.
d. Compressed gas cylinders shall not be dropped, thrown, rolled or dragged.
e. If any defects are found, tag the cylinder, remove it from service and place it in an area reserved for unserviceable cylinders.
f. Secure cylinders with a chain when storing or transporting them.
g. Empty cylinders shall be stored in a designated area and not left in unsecured work spaces.
h. Cylinders shall not be stored near sources of heat, open flames, or other sources of ignition.

F. All work performed in confined spaces as defined by OSHA 1910.146 shall be conducted in a safe manner that complies with the requirements of the standard.

G. Proper care shall be used when handling industrial or laboratory chemicals to avoid damage to health or the environment. Employees shall become familiar with Safety Data Sheets (SDS) that accompany a product or are available in the area. Consult these sheets for the proper hand, face, and eye protection and ventilation requirements. Also, SDS sheets should be consulted for first aid, spills, and fire response.

H. If a chemical spill occurs, remove contaminated clothing immediately and immediately wash with copious amounts of water. Eyewash stations and emergency showers are located in the chemistry labs. Refer to Section 7 of this manual. Consult the Director of Facility Services for proper procedures for use, cleanup, and disposal of chemicals.

I. SDS are maintained and available in in accordance with Virginia Peninsula Community College’s Hazard Communications Program Guidelines and Procedures. (See Section 8 of this manual.)

J. Ladders shall be maintained in good condition at all times. Inspect ladders before use to make sure they are in good condition. Ladders shall be considered to be defective if there are broken rungs, missing steps or cleats, slippery feet, broken side rails, or missing decals, and shall be referred to the Director of Facility Services for appropriate repair and/or surplus.

K. Display the appropriate decals and safety information prominently on the ladder.

L. Purchase only ladders meeting industrial-grade specifications.

M. Use ladders safely in accordance with manufacturers’ recommendations.

a. Make sure the ladder is set on a firm, level base.
b. Set extension ladders against a wall at a one-to-four ratio (the base shall be one foot from the wall for every four feet of height).
c. Extend straight ladders 36 inches above the parapet or edge of the roof when gaining access to a roof.
d. Allow only one person on a ladder at a time.
e. Do not use metal ladders around electrical lines.
f. Do not use ladders for any reason other than the intended purpose.
g. Do not use stepladders longer than 20 feet or single ladders longer than 30 feet.

N. Machinery and equipment shall be guarded against hazards at the point of operation. Examples of guarding methods include barrier guards, two-handed tripping devices, and electronic safety devices.

O. Guards shall be affixed to the machine where possible and secured elsewhere if for any reason attachment to the machine is not possible.

P. The point of operation of machines whose operation exposes employees to injury shall be guarded.

Q. Fans whose blades are less than 7 feet off the floor should be guarded.

R. Employees shall not be allowed to operate a machine until they are thoroughly familiar with the installation, operation, and removal of guards. Training shall include identification of hazards associated with each machine.

S. Each department shall conduct periodic inspections of all machine guards to ensure that they are in place and function properly.

T. Machines having guards include, without limitation, woodworking machinery, abrasive wheel machinery, mechanical power press machinery, mechanical power tool machinery, and portable power tools.

U. Follow proper lifting procedures as follows:

a. Never attempt to lift or move anything that is too heavy to be moved.
b. Never lift with the back. Keep the load close to the body with the back as straight as possible.
c. Keep the feet firmly planted.
d. Bend the knees and use the leg muscles for the lifting.
e. Wear a back brace when heavy lifting is a routine part of daily activity.
f. Empty the container prior to lifting or moving equipment that contains liquid materials.
g. Use an air sled or dolly when moving heavy items even if they are being moved a short distance.

V. Where engineering controls are not adequate, Virginia Peninsula Community College shall provide protective clothing and equipment, such as face shields, hair nets, caps, safety glasses or goggles, gloves, and other devices as required to protect the employee from injury.

W. Eye protection shall be worn when the duties of the job or the hazards of the environment require their use. Activities that may require eye protection include welding, sawing, drilling, and using chemicals.

X. Safety gloves shall be worn when handling and/or uncrating equipment, sheet metal or chemicals, or cutting lumber.

Y. Sturdy, sensible shoes with heavy, non-skid, slip-resistant soles and short laces shall be worn. Steel-toed shoes may be required for certain jobs.

5.4 Electrical Safety and Procedures

A. Increased awareness of the dangers of electrical equipment and situations requires greater emphasis on education and training designed to both avoid personal injuries and to reduce the College’s and individual’s exposure to liability. It is an integral part of management’s responsibility at all levels to promote a safe and healthy environment and to ensure electrical safety is carried out. All employees are responsible for following established procedures and basic common sense concerning the use of electrical devices in and around their work environment.

B. No employee, other than designated Facility Services personnel, should tamper with, alter, install or attempt to modify or repair any electrical circuits, devices or equipment.
C. Any electrical hazard (i.e., electrical odor/smell, sparking, etc.) should be immediately reported by dialing 9-1-1, while evacuating the building. The call to 9-1-1 should be followed by a call to notify the Department of Police, Safety, and Security at 757-825-2732.

D. Electrical (Extension) cords may be permitted as a temporary solution (less than 30 days) and should be maintained in good working order. The use of all extension cords must be approved in writing by the Facility Services Director and the Director of Safety and Security or their designee.

a. All extension cords shall be inspected by the Facility Services Director or their designee prior to authorization for use.
b. Only extension cords that are properly grounded and contain an integral three-prong plug will be allowed.
c. All cords must have the UL label or meet the specifications of the National Fire Protection Association for electrical safety.
d. Cords will not be run through doorways, under carpets or run in series/daisy chained.
e. Under no circumstances will an extension cord be spliced or repaired with electrical tape.
f. Overloading of electrical circuits by using multiple extension cords for convenience can cause electrical failures and fires and is strictly prohibited.

E. Electrical cords that are worn or damaged, electrical outlets and/or switches that are inoperable shall be removed from service and reported to the Facilities, Buildings, and Ground Department.

F. The Director of Safety and Security, members of the Facility Services Department, Department of Police, Safety, and Security, and/or G.A.T.O.R. Coordinators may inspect authorized extension cords, and may remove unauthorized, damaged, and/or inoperable extension cords without warning.

G. The use of appliances or other convenience devices such as microwave ovens, refrigerators, coffee makers, toaster ovens, spaces heaters, etc., must be approved in writing by the Director of Facility Services and the Director of Safety and Security prior to purchase (if purchasing on behalf of the College) and/or prior to being placed in College owned, controlled, and/or leased facilities.

H. All appliances or other convenience devices such as microwave ovens, refrigerators, coffee makers, toaster ovens, spaces heaters, etc., purchased by the College, entities representing the College, and/or by an entity on behalf of or for us in College owned, controlled, and/or leased facilities shall be of a commercial or heavy duty grade and approved prior to purchase and/or donation by the Director of Facility Services and the Director of Safety and Security or their designee prior to purchase and/or acceptance of donation.

I. Appliances or other convenience devices such as microwave ovens, refrigerators, coffee makers, toaster ovens, spaces heaters, etc., in use in College owned, leased, and/or authorized buildings and/or facilities (commercial or heavy duty grade if purchased, donated, and/or used by the College) must be Underwriter Laboratory (UL) approved and in good repair. These personal devices will be removed if they present a safety concern or place an overload on the electrical circuits.

J. Personally purchased, owned, and/or provided appliances or other convenience devices such as microwave ovens, refrigerators, coffee makers, toaster ovens, spaces heaters, etc., must be approved prior to being placed in any College owned, leased, and/or authorized buildings and/or facilities and must be Underwriter Laboratory (UL) approved and in good repair.

K. The Director of Facility Services and the Director of Safety and Security or their designee must review and/or inspect and approve all appliances or other convenience devices such as microwave ovens, refrigerators, coffee makers, toaster ovens, spaces heaters, etc., must be approved prior to being placed in any College owned, leased, and/or authorized buildings and/or facilities.

L. All appliances or other convenience devices such as microwave ovens, refrigerators, coffee makers, toaster ovens, spaces heaters, etc. (college or personally owned) will be removed if they present a safety concern, place an overload on the electrical circuits, are not functioning properly, are in a state of disrepair, are not maintained appropriately, or for other health, safety, and/or security reasons.

M. The appliance or other convenience device (i.e., microwave ovens, refrigerators, coffee makers, toaster ovens, spaces heaters, etc.) approval process will include specific direction on where (what outlet) the device can be plugged into and the device shall not be relocated without prior consultation with the Director of Facility Services or their designee.

N. As the College attempts to provide centralized, College owned/leased appliances or other convenience devices such as microwave ovens, refrigerators, coffee makers, toaster ovens, spaces heaters, etc. all requests for such items will not be approved and unauthorized appliances and/or convenience items will be requested to be removed from College owned and/or controlled buildings and/or facilities. Failure to remove an authorized item or unauthorized relocation of authorized items will result in the College removing the item from its location. The above processes are necessary as college building and facility electrical systems are not designed to support the power demands that come with placing microwave ovens, refrigerators, coffee makers, toaster ovens, spaces heaters, etc.in many, most, and/or all individual spaces.

5.5 Portable/Personal Space Heaters

A. Personal space heaters present a higher risk of fire and/or electrical hazard and their use must be requested in writing through the responsible Vice President or Director to the Director of Facilities who (or their designee) will evaluate the electrical safety of the location the device will be used. If approved, the request will be sent to the Director of the Department of Police, Safety, and Security for final approval, inspection of the unit and issuing of an ID tag which verifies approval of the equipment. The requirement for request and inspection does not apply to space heaters issued by the Facility Services Department when other heat sources are inadequate or non-functioning.

B. Space heater guidelines:

a. If approved in accordance with the above outlines process, all space heaters must be UL approved.
b. Must have a thermostat that shuts the unit down when the desired temperature is achieved.
c. Must have an automatic shut off in the event of a tip over.
d. Must be placed a minimum of three (3) feet (36 inches) from combustible material.
e. Must be attended at all times when in use. When not in use, the heater will be unplugged.

C. The Director of Safety and Security, members of the Facility Services Department, Department of Police, Safety, and Security, and/or G.A.T.O.R. Coordinators may inspect appliances or other convenience devices, such as microwave ovens, refrigerators, coffee makers, toaster ovens, spaces heaters, etc., and may remove unauthorized, damaged, improperly used or maintained, and/or inoperable appliances or other convenience devices without warning.

6.1 Bloodborne Pathogens Exposure Control Plan – General

A. Virginia Peninsula Community College is committed to providing the safest possible work environment for all employees, including faculty, staff, and student employees.

B. The OSHA/VOSH 1910.1030 Bloodborne Pathogens Standard was issued to reduce the occupational transmission of infections caused by microorganisms sometimes found in human blood and certain other potentially infectious materials. Although a variety of harmful microorganisms may be transmitted through contact with infected human blood, Hepatitis B Virus (HBV) and Human Immunodeficiency Virus (HIV) have been shown to be responsible for infecting persons who were exposed in the course of their employment to human blood and certain other body fluids containing these viruses.

C. This exposure control plan has been established by Virginia Peninsula Community College to minimize and to prevent, when possible, the exposure of Virginia Peninsula Community College employees to disease-causing microorganisms transmitted through human blood and to meet the requirements of the OSHA Bloodborne Pathogens Standard.

D. This plan will be reviewed annually and updated as necessary by the College’s Safety Committee.

6.2 General Program Management

 A.     Responsibilities

a. The following offices and individuals shall have the responsibility for the effective implementation of Virginia Peninsula Community College’s exposure control plan:

i. Office of the Vice President for Finance and Administration
ii. Human Resources Department
iii. Division deans, directors, department chairs, and/or supervisors
iv. Virginia Peninsula Community College employees

b. The roles of each of these groups are defined below:

i. Vice President for Finance and Administration

1. Maintaining overall responsibility for implementing the exposure control plan
2. Working with the administrators and supervisors to develop and administer any additional policies and practices related to bloodborne pathogens.
3. Reviewing and revising the exposure control plan as necessary
4. Acting as facility liaison during OSHA inspections

ii. Human Resources Department

1. Prepare Worker’s Compensation claims for employees
2. Provide additional file space for employee records (if needed)
   iii. Division Deans, Directors, Department Chairs, and/or Supervisors
3. Division deans, directors, department chairs, and/or supervisors are responsible for exposure control in their respective areas. They shall work directly with the Vice President for Finance and Administration and Virginia Peninsula Community College employees to ensure that proper exposure control procedures are followed. They are also responsible for assuring that all new employees receive orientation training for the bloodborne pathogens program.

iv. Employees

1. Virginia Peninsula Community College employees have the most important role in Virginia Peninsula Community College’s bloodborne pathogens compliance program because the ultimate execution of much of the exposure control plan rests in their hands. In this role they are responsible for the following activities:

a. Knowing what tasks they perform that have occupational exposure;
b. Attending the bloodborne pathogens training sessions;
c. Planning and conducting all operations in accordance with Virginia Peninsula Community College policies and procedures and work practice controls;
d. Developing good personal hygiene habits.

v. Students, Contractors, and Guests

1. Immediately request emergency services as necessary and/or appropriate by dialing or texting 911.
2. Immediately notify the College’s Department of Police, Safety, and Security by calling 757-825-2732.

A. Availability of Bloodborne Pathogens Exposure Control Plan

a. The plan will be made readily available to employees who have the potential for exposure due to the nature of their job duties. Such employees will be briefed on the plan during the new employee orientation. Electronic copies of the plan will be maintained and accessible to employees.

B. Review and Update of the Plan

a. The plan shall be reviewed and updated by the College’s Safety Committee, as follows:

i. Annually, on or before June 30th of each year;
ii. Whenever new or modified tasks and procedures are implemented which affect occupational exposure of employees;
iii. Whenever any tasks of any position are revised such that new instances of occupational exposure may occur;
iv. Whenever new functional positions are established at Virginia Peninsula Community College that may involve exposure to bloodborne pathogens.

6.3 Exposure Determination

A. General Determination
a. All job categories in which it is reasonable to anticipate that an employee will have skin, eye, mucous membrane or parenteral contact with blood or other potentially infectious materials (listed below) shall be governed by this plan. Exposure determination is made without regard to the use of personal protective equipment.

B. Other Potentially Infectious Materials (OPIM) as defined by OSHA Body fluids:

a. Semen
b. Vaginal secretions
c. Cerebrospinal fluid
d. Pericardial fluid
e. Peritoneal fluid
f. Amniotic fluid
g. Any body fluid visibly contaminated with blood
h. Saliva

C. Other materials:

a. Any unfixed tissue or organ (other than intact skin) from a human (living or dead);
b. HIV/HBV containing cell or tissue cultures, organ cultures and culture medium;
c. Blood, organs or other tissues from experimental animals infected with HIV or HBV;
d. Unless they contain blood, OSHA does not list the following body fluids as HIV/HVB transmission sources: urine, feces, mother’s milk, vomit, or tears.

D. Job Categories

E. All employees who have the potential of being exposed to bloodborne pathogens due to the nature of their employment duties are subject to the exposure control plan. The plan does not include students other than those employed by the college.

F. The job categories that fall under this plan include, but are not limited to:

a. Maintenance and housekeeping personnel;
b. Faculty members, instructional assistants, lab managers, and student employees in health sciences, biology and natural science, chemistry, and physical education;
c. Public safety officers;
d. Any other faculty member, staff member, or student employee who may be exposed to body fluids as a result of his/her occupational duties.
e. Division deans and supervisors are responsible for identifying their at-risk positions and informing the Human Resources Department.
6.4 Methods of Compliance

A. Universal Precautions

a. At Virginia Peninsula Community College, all blood or other potentially infectious materials (as described in Part II, Exposure Determination) shall be handled as if contaminated by a bloodborne pathogen. When circumstances prevail which makes the differentiation between body fluid types difficult or impossible, all body fluids shall be considered potentially infectious materials.

B. Engineering Controls

a. The following engineering controls are used throughout the college where there is the possibility of exposure to bloodborne pathogens.

i. Handwashing facilities are easily accessible to the areas where there is the possibility of exposure to bloodborne pathogens. Where handwashing facilities are not available, germicidal towelettes or other disinfecting controls will be available.
ii. Containers for contaminated sharps that are: Puncture-resistant; leak-proof on the sides and bottom; color-coded or labeled with a biohazard label.
iii. Specimen containers that are: Puncture-resistant when necessary; peak-proof; color-coded or labeled with a biohazard label.
iv. The college shall use equipment such as sharps disposal containers, ventilating laboratory hoods, and biologic safety cabinets as appropriate. Personal protective equipment shall also be used when appropriate.

b. A representative from the College’s Safety Committee will conduct periodic inspections to identify: Areas where engineering controls are currently used; areas where engineering controls can be updated; areas that are not using engineering controls currently, but where they would be beneficial.

C. Work Practice Controls

a. In addition to engineering controls, work practice controls shall be used to eliminate or minimize employee exposure to bloodborne pathogens. The Vice President for Finance and Administration, Academic Dean, Non-Credit Program Directors, and supervisors shall ensure that employees have adopted the following work practice controls.

i. Handwashing and Other Hygiene Measures.

1. Employees shall wash their hands thoroughly using soap and water or germicidal towelettes whenever hands become contaminated and as soon as possible after removing gloves or other personal protective equipment.
2. When other skin areas or mucous membranes come in contact with blood or other potentially infectious materials, the skin shall be washed with soap and water, and the mucous membrane shall be flushed with water as soon as possible.
   b. Eating, drinking, smoking, applying cosmetics or lip balm, and handling contact lenses are prohibited in work areas where there is a potential for exposure to bloodborne pathogens.

c. Food and drink shall not be kept in refrigerators, freezers, shelves, cabinets or on countertops or benchtops where blood or other potentially infectious materials are present.
d. Mouth pipetting/suctioning of blood or other potentially infectious materials are prohibited.
e. Employees shall use practices to minimize splashing, spraying, spattering, and generation of droplets during procedures involving blood or other potentially infectious materials.

D. Management of Sharp Objects

a. Shearing or breaking of contaminated needles is prohibited. Contaminated needles and other contaminated sharp objects shall not be bent, recapped or removed unless;
b. Recapping or needle removal is accomplished only through the use of a mechanical device or a one-handed technique only when appropriate for medical procedures.
c. Sharp object containers shall be closable, puncture-resistant, labeled with a biohazard label or color-coded in red, leakproof on the sides and bottom, and maintained upright as long as they are in use. The containers shall be located where they are easily accessible to personnel and as close as is feasible to the immediate area where sharps are used.
d. Contaminated disposable sharp objects and contaminated broken glass shall be discarded as soon as possible after use in disposable sharp object containers, sealed and disposed of by cremation or other effective means.
e. Reusable contaminated sharp objects shall be placed in a reusable sharps container and will be decontaminated by autoclaving or otherwise properly processed as soon as feasible.
f. Maintenance and housekeeping personnel will be advised not to handle or empty sharp object containers.

E. Handling Specimens

a. Specimens of blood or OPIM shall be placed in a container that prevents leakage during collection, handling, processing, storage, transport, or shipping. The container must be closed before being stored, transported, or shipped. Containers shall be labeled with a biohazard label. All specimens at Virginia Peninsula Community College shall be handled using universal precautions.
b. If the outside of the primary specimen container becomes contaminated or punctured, it shall be placed inside a secondary container which prevents leakage and resists puncture during handling, processing, storage, transport, or shipping.

F. Management of Contaminated Equipment

a. Equipment will be assessed for contamination and decontamination, if possible, before servicing or shipping. Any equipment that has not been fully decontaminated will be labeled as to which parts remain contaminated. The Director of Facility Services will be responsible for assuring that equipment is assessed and decontaminated and the procedure that is to be used.

G. Personal Protective Equipment

a. Academic Deans, Non-Credit Instruction Directors, and supervisors will identify and provide personal protective equipment for employees in their respective areas and will inform their respective Vice Presidents of personal protective equipment needs.
b. All personal protective equipment will be provided, repaired, cleaned, and disposed of by Virginia Peninsula Community College at no cost to the employees. This equipment includes, but is not limited to:

i. Gloves
i. Aprons
ii. Laboratory Coats
iii. Face Shields
iv. Masks
v. Eye Protection
vi. Mouthpieces

c. Employees will wear personal protective equipment when performing procedures in which exposure to the skin, eyes, mouth, or other mucous membrane is anticipated.
d. Employees shall be instructed during their initial training session in the use of appropriate personal protective equipment for their job classifications and tasks or procedures they perform. Additional training shall be provided for new employees if an employee takes a new position or new job functions are added to his/her current position. To determine whether additional training is needed, the employee’s previous job classification and tasks shall be compared to those for any new job or function that they shall undertake. Additional training shall be provided by the employee’s supervisor.
e. To ensure that personal protective equipment is used as effectively as possible, employees shall adhere to the following practices.
f. All personal protective equipment shall be inspected periodically by supervisors and repaired or replaced as needed;
g. All garments or equipment penetrated by blood or other potentially infectious materials shall be removed immediately, or as soon as feasible;
h. All personal protective equipment shall be removed prior to leaving the work area and will be disposed of or laundered at the facility.
i. Gloves shall be worn when:

i. There is a possibility of hand contact with blood or OPIM;
ii. Employees perform vascular access procedures;
iii. Handling or touching contaminated items or surfaces.

j. Disposable gloves are replaced as soon as practical after contamination or if they are torn, punctured, or otherwise lose their ability to function as an “exposure barrier.”
k. Utility (reusable) gloves shall be decontaminated for reuse unless they are cracked, peeling, torn, or exhibit other signs of deterioration, in which case they will be disposed of properly.
l. Masks and eye protection or face shields shall be used whenever there is the possibility of splashes, sprays, or droplets of blood or OPIM.
m. Protective clothing shall be worn whenever potential exposure to the body is anticipated.

H. Maintenance and Housekeeping

a. Maintaining facilities in a clean and sanitary condition is an important component of an effective exposure control program. In addition to the information below, the Virginia Peninsula Community College Maintenance Plan contains routine procedures that custodial and maintenance personnel are to follow in order to meet this objective on a continual basis. Supervisors are also responsible for assuring that employees maintain the workplace in a clean and sanitary condition.

I. Equipment and working surfaces

a. Equipment and working surfaces that are contaminated will be cleaned with an appropriate disinfectant:

i. After completing procedures;
ii. Immediately or as soon as feasible after any spill of blood or other possible contaminated material; and
iii. At the end of the work shift if the surface may have become contaminated since the last cleaning.

J. Special Sharp Object Precautions

a. Broken glass which may be contaminated will be cleaned up using mechanical means, such as a brush and dustpan, tongs, or forceps.
b. Employees SHALL NOT pick up sharp objects directly with their hands.
c. Reusable containers shall not be opened, emptied, or cleaned manually or in any other manner which could expose employees to the risk of percutaneous injury. Employees SHALL NOT reach by hand into a container of reusable contaminated sharp objects.

K. Regulated Waste

a. Regulated waste includes:
b. Liquid or semi-liquid blood or other potentially infectious materials;
c. Contaminated items that would release blood or other potentially infectious materials in a liquid or semi-liquid state if compressed;
d. Items that are caked with dried blood or other potentially infectious materials and are capable of releasing these materials during handling.
e. These substances will be placed in containers that are closeable, puncture-resistant, leakproof, if necessary, and labeled with the biohazard label or color-coded in red. The containers will be maintained upright and not allowed to overfill.
f. Waste containers will be disposed of in accordance with the Virginia Department of Waste Management’s Infectious Waste Management Regulations.

L. Laundry

a. Employees who handle contaminated laundry will wear protective gloves and other personal protective equipment. It will be handled as little as possible and will not be sorted or rinsed where it is used.
b. Employees will not take contaminated laundry home for cleaning.
c. Contaminated laundry will be cleaned by a contractor as designated by the business office.

6.5 Labels and Signs

A. The most obvious warning of possible exposure to bloodborne pathogens is the use of labels and signs. Virginia Peninsula Community College will use biohazard labels (red-orange or fluorescent orange in color with the biohazard symbol and the text “BIOHAZARD” in a contrasting color) where appropriate, and bags and equipment that are color-coded in red.

B. Warning labels will be attached firmly to containers of regulated waste, refrigerators, and freezers containing blood or other potentially infectious materials, and any other containers used to store, transport or ship blood or other potentially infectious materials.

6.6 Hepatitis B Vaccination Exposure Incident Procedures

A. Virginia Peninsula Community College recognizes that exposure incidents can occur even though all exposure prevention practices are strictly followed. Therefore, the college will implement a Hepatitis B vaccination program, as well as procedures for post-exposure evaluation and follow-up, should exposure to bloodborne pathogens occur.

a. Hepatitis B Program

i. All employees who have been identified as having exposure to bloodborne pathogens will be counseled regarding bloodborne pathogen and Hepatitis B and C vaccination series. The vaccination consists of a series of three injections over six months. If a routine booster dose of Hepatitis B vaccine is recommended or required, it will also be made available to the identified employees.
ii. The vaccination will be made available to the appropriate employees after they have attended training on bloodborne pathogens and within ten working days of assignment to a job category with exposure.
iii. The vaccination series will not be made available to:

1. Employees who have previously received the complete Hepatitis B series;
2. Any employee who has demonstrated immunity through antibody testing;
3. Any employee for whom the vaccine is medically contraindicated.

B. Exposure Incident Procedures
a. An exposure incident is a specific eye, mouth, other mucous membranes, non-intact skin, or parenteral contact with blood or other potentially infectious materials resulting from the performance of an employee’s duties. A list of the procedures to follow in the case of an exposure incident is provided in the appendix section of this manual, as appropriate and is to be posted in all areas where there is the possibility of an exposure incident.

C. Post-Exposure Evaluation and Follow-Up

a. The division dean or appropriate supervisor shall investigate every exposure incident that occurs at Virginia Peninsula Community College within 24 hours of the incident and shall report the incident and the results to the Vice President for Finance and Administration on the appropriate incident report. This investigation will include:

i. The date and time that the incident occurred;
ii. Where the incident occurred;
iii. What potentially infectious materials were involved in the incident (blood, amniotic fluid, etc.);
iv. Identification and documentation of the source individual, if possible;
v. Under what circumstances the incident occurred, including the type of work being performed;
vi. The cause of the incident, whether by accident or an unusual circumstance such as an equipment malfunction, power outage, etc.;
vii. The type of personal protective equipment being used at the time; and
viii. The actions taken as a result of the incident.

b. If the infectivity status of the source individual is unknown, the blood will be tested as soon as feasible after the individual’s consent is obtained. If the source individual’s blood is available and the individual’s consent is not required by law, the blood shall be tested and the results documented. The exposed employee shall be informed of the results of the testing.
c. The exposed employee’s blood will be collected as soon as feasible after consent is obtained and will be tested for HBV and HIV serological status. If the employee does not give consent at the time for HIV serologic testing, the sample shall be preserved for at least 90 days. If, within 90 days of the exposure incident, the employee elects to have the baseline sample tested, such testing shall be done as soon as possible.
d. The exposed employee shall be offered post-exposure prophylaxis, when medically indicated, as well as counseling and medical evaluation of any reported illnesses.
e. Blood collection, testing, post-exposure prophylaxis, counseling, and medical evaluation will be provided by a designated healthcare facility within reasonable proximity to the campus where the employee works. These services will be provided under Worker’s Compensation.
f. The following information will be provided to the healthcare professional evaluating an employee after an exposure:

i. A copy of the bloodborne pathogens standard;
ii. A description of the exposed employee’s duties as they relate to the exposure incident;
iii. The documentation of the route of exposure and the circumstances under which the exposure occurred;
iv. The results of the source individual’s blood testing, if available;
v. All medical records relevant to the appropriate treatment of the employee, including vaccination status.

g. The Human Resources Department will obtain and provide the employee with a copy of the evaluating healthcare professional’s written opinion within 15 days of the completion of the evaluation. The written opinion will be limited to the following information:
h. The results of the evaluation;
i. Any medical conditions resulting from exposure to the blood or other potentially infectious materials which require further evaluation or treatment.
j. All other findings are confidential and shall not be included in the written report.

D. Medical Recordkeeping

a. The Human Resources Department is responsible for keeping all medical records pertaining to the Bloodborne Pathogens Exposure Control Plan. The records include:

i. Name of the employee;
ii. Social security number of employee;
iii. Employee’s Hepatitis B vaccination status;
iv. Copies of the results of examinations, medical testing, and follow-up procedures which took place as a result of the employee’s exposure to bloodborne pathogens.

b. The records shall be maintained for the duration of employment plus 30 years.

6.7 Employee Training

A. Employees of the college who are assigned tasks where exposure may occur will receive periodic training as outlined below. Training will also be conducted for new employees as appropriate during their orientation. Additional training will be provided by supervisors whenever there are changes in tasks or procedures which affect an employee’s occupational exposure.

B. The training approach will be tailored to the needs of the employees. Each training session shall include an opportunity for employees to have their questions answered by the trainer. The appropriate dean or supervisor is responsible for scheduling and providing the appropriate training and maintaining training records.

C. Training Topics

a. The topics covered in the employee training programs will include, but are not limited to:

i. An explanation of the Bloodborne Pathogens Standard;
ii. The epidemiology, modes of transmission and symptoms of bloodborne diseases;
iii. Virginia Peninsula Community College’s Exposure Control Plan;
iv. Procedures which may expose employees to blood or other potentially infectious materials;
v. Engineering controls and work practice controls to be used at VIRGINIA Peninsula Community College;
vi. Selection and use of personal protective equipment, including the types available, proper use, location within the facility, removal, handling, decontamination, and disposal;
vii. Visual warnings of biohazards, including labels, signs and color-coded containers;
viii. Information on the Hepatitis B vaccination program, including the benefits and safety of vaccination;
ix. Information on procedures to use in an emergency involving blood or other potentially infectious materials;
x. The procedures to follow if an exposure incident occurs;
xi. An explanation of post-exposure evaluation and follow-up procedures;
xii. How to inspect equipment for contamination and how to decontaminate it.

b. Training Methods

i. Several training techniques shall be used during the training sessions including, but not limited to:
ii. An interactive classroom atmosphere providing ample opportunity for employees to ask questions;
iii. Videotape programs;
iv. Training manuals and employee handouts;
v. Overhead slides
vi. Dean or supervisor

Virginia Peninsula Community College has developed a Chemical Hygiene Plan to explain the policies and procedures related to the safe operation of the college’s instructional laboratories.

A. Purpose

a. Protect faculty, staff, and students from the health hazards presented by hazardous chemicals used in that particular laboratory.
b. Keep potential hazardous chemical exposures to faculty, staff, and students below the OSHA permissible exposure levels (PEL) or as low as reasonably achievable.
c. See https://www.osha.gov/annotated-pels/table-z-1 for OSHA PEL table
d. The Chemical Hygiene Plan is a living document designed to promote the health and safety of all at all college locations. It should be regularly reviewed and updated as necessary.
B. Policy

a. This plan implements guidelines and work practices that are capable of protecting faculty, staff and students from health hazards presented by hazardous chemicals, organisms, or materials used in the laboratories. It is the basis for the Chemical Hygiene Plan to ensure the proper implementation of controls to protect the safety and health of every faculty, staff, and student. It is to be used in conjunction with the Hazard Communication Plan. Faculty, staff, and students may be exposed to hazardous chemicals, organisms, or materials in the course of their classes and all individuals with primary duties which involve laboratory operations are required to follow the provisions of this plan.

C. Definitions

a. Allergen: Substance causing altered body reactivity to a toxic substance in response to a first exposure.
b. Chemical: means any substance, or mixture of substances.
c. Chemical Hygiene Officer: means an employee who is designated by the employer, and who is qualified by training or experience, to provide technical guidance in the development and implementation of the provisions of the Chemical Hygiene Plan.
d. Chemical Hygiene Plan: means a written program developed and implemented by the employer which sets forth procedures, equipment, personal protective equipment and work practices that are capable of protecting employees from the health hazards presented by hazardous chemicals used in that particular workplace.
e. Chemical name: means the scientific designation of a chemical in accordance with the nomenclature system developed by the International Union of Pure and Applied Chemistry (IUPAC) or the Chemical Abstract Service (CAS) rules of nomenclature, or a name that will clearly identify the chemical for the purpose of conducting a hazard classification.
f. Container: means any bag, barrel, bottle, box, can, cylinder, drum, reaction vessel, storage tank, or the like that contains hazardous chemicals.
g. Corrosive chemical: Any chemical that degrades body tissue on contact and has a pH less than 2 and greater than 12.5.
h. Embryotoxin: A harmful agent that retards the growth, or adversely affects the development of an unborn child.
i. Emergency: means any occurrence such as, but not limited to, equipment failure, rupture of containers or failure of control equipment which results in an uncontrolled release of a hazardous chemical in the workplace.
j. Employee: means a worker who may be exposed to hazardous chemicals under normal operating conditions or in foreseeable emergencies.
k. Exposure or exposed: means that an employee is subjected in the course of employment to a chemical that is a physical or health hazard, and includes potential (e.g. accidental or possible) exposure. “Subjected” in terms of health hazards includes any route of entry (e.g. inhalation, ingestion, skin contact or absorption.)
l. Foreseeable emergency: means any potential occurrence such as, but not limited to, equipment failure, rupture of containers, or failure of control equipment which could result in an uncontrolled release of a hazardous chemical into the workplace.
m. Hazard class: means the nature of the physical or health hazards, e.g. flammable solid, carcinogen, oral acute toxicity.
n. Hazard category: means the division of criteria within each hazard class. These categories compare hazard severity within a hazard class and should not be taken as a comparison of hazard categories more generally.
o. Hazardous chemical: means any chemical which is classified as health hazard or simple asphyxiant in accordance with the Hazard Communication Standard (§1910.1200).
p. Hazard statement: means a statement assigned to a hazard class and category that describes the nature of the hazard(s) of a chemical, including, where appropriate, the degree of hazard.
q. Health Hazard: means a chemical that is classified as posing one of the following hazardous effects: Acute toxicity (any route of exposure); skin corrosion or irritation; serious eye damage or eye irritation; respiratory or skin sensitization; germ cell mutagenicity; carcinogenicity; reproductive toxicity; specific target organ toxicity (single or repeated exposure); aspiration hazard.
r. Label: means an appropriate group of written, printed or graphic information elements concerning a hazardous chemical that is affixed to, printed on, or attached to the immediate container of a hazardous chemical, or to the outside packaging.
s. Laboratory: means a facility where the “laboratory use of hazardous chemicals” occurs and small quantities of hazardous chemicals are used on a non-production basis.
t. Laboratory scale: means work with substances in which the containers used for reactions, transfers, and other handling of substances are designed to be easily and safely manipulated by one person.
u. Laboratory use of hazardous chemicals: means handling or use of such chemicals in which the following conditions are met:
i. Chemical manipulations are carried out on a “laboratory scale;”
ii. Multiple chemical procedures or chemicals are used;
iii. The procedures involved are not part of a production process, nor in any way simulate a production process; and
iv. “Protective laboratory practices and equipment” are available and in common use to minimize the potential for employee exposure to hazardous chemicals.
v. Mixture: means a combination or a solution composed of two or more substances in which they do not react.
w. Mutagen: means chemicals that cause permanent changes in the amount or structure of the genetic material in a cell.
x. Oxidizer: A chemical that ignites or promotes combustion in other materials, thereby causing fire either to itself or through the release of oxygen or other gases.
y. Oxidizing agent: Oxygen-containing material which can decompose, generating oxygen.
z. Physical Hazard: means a chemical that is classified as posing one of the following hazardous effects: Explosive; flammable (gases, aerosols, liquids, or solids); oxidizer (liquid, solid, or gas); self reactive; pyrophoric (gas. liquid, or solid); self-heating; organic peroxide; corrosive to metal; gas under pressure; in contact with water emits flammable gas; or combustible dust.
aa. Precautionary statement: means a phrase that describes recommended measures that should be taken to minimize or prevent adverse effects resulting from exposure to a hazardous chemical, or improper storage or handling.
bb. Protective laboratory practices and equipment: means those laboratory procedures, practices and equipment accepted by laboratory health and safety experts as effective, or that the employer can show to be effective, in minimizing the potential for employee exposure to hazardous chemicals.
cc. Reproductive toxins: means chemicals that affect the reproductive capabilities including adverse effects on sexual function and fertility in adult males and females, as well as adverse effects on the development of the offspring.
dd. Responsible party: means someone who can provide additional information on the hazardous chemical and appropriate emergency procedures, if necessary.
ee. Safety data sheet (SDS): means written or printed material concerning a hazardous chemical.
ff. Select carcinogen: means any substance which meets one of the following criteria:
i. It is regulated by OSHA as a carcinogen; or
ii. It is listed under the category, “known to be carcinogens” in the Annual Report on Carcinogens published by the National Toxicology Program (NTP); or
iii. It is listed under Group 1 (“carcinogenic to humans”) by the International Agency for Research on Cancer Monographs (IARC); or
iv. It is listed in either Group 2A or 2B by IARC or under the category, “reasonably anticipated to be carcinogens by NTP, and causes significant tumor incidence in experimental animals in accordance with any of the following criteria:
v. After inhalation exposure 6-7 hours per day, 5 days per week, for a significant portion of a lifetime to dosages of less than 10 mg/m³;
vi. After repeated skin application of less than 300 (mg/kg of body weight) per week; or
vii. After oral dosages of less than 50 mg/kg of body weight per day.
gg. Substance: means chemical elements and their compounds in the natural state or obtained by any production process.
hh. Teratogen: An agent or factor that causes malformation of an embryo.
ii. Water reactive: A chemical that reacts with water to release a gas that is either flammable or presents a health hazard.

D. General Principles

a. Minimize Exposure
i. Minimize all chemical and bacterial exposure by taking precautions based on the chemical or material being worked with.
ii. Wear personal protective equipment.
iii. Use fume hoods that provide adequate ventilation to avoid inhaling vapors or microbes.
iv. Be aware of OSHA permissible exposure levels (PEL) https://www.osha.gov/annotated-pels/table-z-1
v. Conduct periodic spot checks of lab facilities to ensure that these actions are being implemented.
vi. If the dangers of using a chemical or substance are too great, and no substitute is available, the experiment should not proceed.
vii. Initial monitoring of potential chemical exposure of laboratory participants to hazardous substances is only required if a substance is regulated by a standard which requires monitoring and if there is reason to believe that exposure levels for that substance is routinely exceeding the action level for OSHA requirements.
viii. Minimize Risk
ix. Know all hazards associated with the chemical or organism that is being used.
x. Presume all chemicals and organisms are hazardous, even if there is no indication that a hazard exists, and take appropriate precautions.
xi. Make sure the location of all safety and emergency equipment is known.
b. Minimize Waste
i. Students should follow all instructions to avoid repeating parts of an experiment and generating more waste.
ii. Instructors should make all attempts to minimize waste generated by their experiments.
iii. The lab manager and lab instructors should purchase only quantities of a material that are most likely to be fully used to limit the generation of hazardous waste.
iv. Follow all waste disposal procedures listed in the Waste Disposal section.

E. Responsibilities

a. Designated Health and Safety Officer (HSO)

i. The designated Health and Safety Officer is the Director of the Department of Police, Safety, and Security.
ii. Works with the lab manager(s) and/or lab instructors to ensure an optimal safety environment exists in the college’s laboratories.
iii. Obtain a yearly update of the chemical and organism inventory from the lab manager.
iv. Keeps local first responders (fire, police, etc.) up-to-date on the chemical inventory, contingency plan, and any changes made to either the inventory or contingency plan.
v. Provide advisement and administrative support for the chemical hygiene plan and chemical inventory audit, when conducted by the Lab Manager(s).
b. Director of Facilities

i. Ensures that fume hoods are properly maintained and monitored. Periodic ventilation surveys should be performed to ensure adequate air flow.
ii. Ensures fire extinguishers and other safety equipment is up to date.
iii. Ensure life building life safety systems (fire and security alarms) are inspected, tested, and operating properly.

c. Chemical Hygiene Officer

i. The Chemical Hygiene Officer is the STEM Division Lab Manager(s).

d. Lab Manager and Lab Instructors

i. Ensure that everyone knows and follows the safety procedures for the specific activity taking place.
ii. Provide regular chemical safety and housekeeping inspections of each area.
iii. Ensure equipment is functioning properly.
iv. Ensure chemicals are correctly stored, labeled, and disposed of.
v. Ensure First Aid kits are stocked with up-to-date supplies.
vi. Keep quantities of hazardous materials at a minimum.
vii. Purchase only the quantities which are most likely to be fully used and limit the generation of hazardous waste.
viii. Establish and maintain a repository of Safety Data Sheets (SDS) for all chemicals, organisms, and products used in the laboratory.
ix. Keep an up-to-date inventory of all chemicals and organisms stored on site.
x. This includes proper storage of bacteria cultures.
xi. Conduct a yearly audit of lab chemicals. The lab manager and lab instructors are responsible for auditing each other.
xii. Supply all student workers with the Chemical Hygiene Plan and Hazard Communication Plan to review and ensure they have received adequate training for handling hazardous chemicals.

e. Instructor

i. Know the current requirement for regulated substances used in that laboratory. The instructor must know the current product information on proper use, storage, handling, and disposal.
ii. Ensure that students know and follow all safety procedures for the specific activities taking place.
iii. Undergo a yearly review and training of safety protocols, and chemical and bacteria handling and storage.
iv. Inform the lab manager/lab instructor if a chemical is not properly labeled.
v. If you see something that looks to be incorrect or dangerous in your lab, notify the lab manager or lab instructor immediately.

f. Students
i. Know and follow the safety procedures as detailed by the instructor.
ii. If you see something that looks to be incorrect or dangerous in your lab, notify the instructor.
iii. Inform the instructor if your lab partner becomes injured and assist the instructor with their care (taking them to the eye wash station, obtaining the first aid kit, etc.).
iv. Assist in keeping the classroom clean and safe – this includes cleaning up small spills, wiping down balances, and keeping the working space organized.

F. Safety Rules

a. General

i. Used equipment, chemicals, and supplies should not be left on bench tops or in fume hoods. Return used apparatus to designated storage area.
ii. Keep all equipment, supplies, chemicals, etc. away from the bench edge.
iii. Lab class size should not exceed an instructor to student ratio determined appropriate by the instructor in collaboration with their Dean/Director that enables the instructor to give appropriate attention to each student and reduce the risk of injury during lab. Maximum section enrollment will be dependent upon the type of course, hazard or risk associated with the course, and/or any regulatory or accreditation requirements.
iv. Do not eat or smoke in the laboratory or use laboratory glassware as containers for foods or beverages.
v. Do not store food in laboratory refrigerators.
vi. Follow all safety instructions carefully as provided by each instructor.
vii. Do not work alone in the laboratory.
viii. Perform only authorized experiments. Instructors who are responsible for experiments must inform others in the immediate area of any potential hazards.
ix. Never leave an open flame unattended. Make sure all flames and hot plates are extinguished or turned off at the end of class.
x. If the room must be evacuated for any reason (tornado warning, fire drill, etc.) extinguish all flames and turn off all hot plates.
xi. Immediately report all accidents and unusual occurrences.
xii. All lab participants should be aware of the location of SDS and should have access to SDS during the lab.
xiii. Horseplay cannot be tolerated in any laboratory, science classroom, or where any chemicals or organisms are stored and/or used.
xiv. Location signs for safety showers, eyewash stations, first aid kits, and other safety equipment, exits, and storage areas should be posted.
xv. Warning signs designating restricted areas or hazardous chemicals/equipment should also be posted.
xvi. Do not smell or taste any chemicals unless it is part of the lab exercise and the instructor has announced it is safe to do so.
xvii. Do not pipette by mouth.
xviii. Any outside party wishing to rent a lab room must adhere to the Chemical Hygiene Plan, Hazard Communication Plan, and the Lab Room Rental Guidelines.

b. Personal Protective Equipment (PPE)

i. Personal protective equipment (PPE) shall be provided in all classrooms where it is needed and worn when appropriate by instructors, students, and any visitors.
ii. This can include gloves, goggles, aprons, face shields, etc.
iii. Use PPE that is designated for the task being performed.
iv. PPE is available for any Service Dog attending a science class.
v. Students and instructors should dress appropriately for the work to be conducted that day – whether it is a science experiment, automotive work, or art projects.
vi. Closed toed shoes, long hair tied back, and refraining from wearing baggy clothing are all examples of appropriate attire that should be worn when working with hazardous or potentially hazardous material.
vii. When working with chemicals, students should avoid wearing contact lenses as this will impede any efforts to rinse the eyes if a chemical splash occurs.

c. Building Maintenance and Safety

i. Building mechanical and fire safety systems must be operable and provide a high level of protection to building occupants and equipment.
ii. Buildings must be equipped with appropriate safety equipment such as showers, eye wash stations, fire extinguishers, and first aid kits.

d. Ventilation

i. Adequate ventilation must be provided. The best way to prevent exposure to airborne substances is to prevent mists, fumes, gases, etc. from getting into the working atmosphere or a person’s breathing zone in unsafe concentrations by use of hoods, exhaust, fans, or other ventilation.
ii. General air flow in the classroom should be maintained to promote comfort and air exchange. In the context of an art class that is using paints, oils, or another material that produces an odor, this could mean opening the classroom door or window to allow air exchange.
iii. All work involving hazardous chemicals should be performed under the fume hood.
iv. Fume hoods should be monitored to ensure they are functioning properly and checked on a regular basis.
v. Do not use a fume hood if it is not functioning properly.

e. Training

i. All science staff (lab manager, lab instructors, etc.) must complete hazardous waste management and safety training with a licensed, reputable company (in the past Lion Technology has been used).
ii. Refresher training should be taken no more than 5 years after the completion of the original training.
iii. Science staff should update science faculty on new safety protocols, requirements, and any changes to lab procedures or protocols on a yearly basis.
iv. Students should be trained at the beginning of every science class in proper lab protocol and safety by their instructors.

f. Equipment

i. Only use equipment for the purpose it was intended.
ii. Clean all equipment after use and store appropriately.
iii. If any equipment looks to be damaged, chipped (in the case of glassware), or is not functioning properly, discontinue use immediately and set equipment aside to be inspected by the lab instructor.

g. Chemicals

i. Do not store chemicals in the fume hood or on top of a flammable cabinet.
ii. Clean up dropped or spilled material immediately. Place all waste in appropriate waste containers.
iii. Chemical spills should be neutralized and cleaned up immediately.
iv. Chemical spill kits should be available under the sink in each lab.
v. Keep compressed gas cylinders secured by using a chain, strap, or stand to prevent tipping or falling.
vi. Identify the contents with a legible label.
vii. Do not expose to temperatures above 125°F or 51.7°C.
viii. Use a cart to move.
ix. Do not lubricate, modify or tamper with the cylinder valve.
x. It is Virginia Peninsula Community College policy to neither accept donated chemicals from outside sources nor donate chemicals to outside sources.

h. Organisms

i. Follow established safety protocols when handling living organisms.
ii. Be respectful of dead organisms used for dissection or observation.
iii. Bacteria should be disposed of in autoclave bags located in each classroom after use.
iv. All bacteria and materials that have come in contact with bacteria should be autoclaved after use.

i. Housekeeping

i. Keep aisles, walkways, and exit doorways clear, dry, and free of obstruction.
ii. Backpacks should be stored at the perimeter of the room, not in aisles, to avoid tripping/entanglements that can cause accidents.
iii. Keep drawers and cabinet doors closed when not in use.
iv. Equipment and supplies should not block access to fire extinguishers, safety showers, eyewash fountains, or other emergency equipment.
v. All students are required to read and sign a safety contract at the beginning of each semester.

G. Procedures

a. Procurement

i. Before ordering a new chemical, check the inventory to be certain ordering is necessary.
ii. Order the smallest quantity possible. If the chemical is used very frequently for labs (acetone, Benedict’s solution, etc.), a larger amount may be ordered.
iii. Chemical orders must be authorized by the appropriate Dean/Director.
iv. Units are responsible for the initial procurement and/or replacement procurement of health and safety equipment and supplies (i.e. fume hoods, chemical storage cabinets, flammable storage cabinets, googles, aprons, gloves, first-aid kit supplies, etc.).

b. Storage

i. Hazardous chemicals should be segregated in an area with proper ventilation, containment, and emergency equipment available. Containers should be examined regularly for deterioration or other abnormal features.
ii. All chemicals should be stored according to the Flinn storage method.
iii. Identify the contents with a legible label that includes: date received, date opened and/or date solution was prepared, initials of the preparer, and storage code. Attach any applicable flammable or corrosive warning tape to the bottle.
iv. No chemical bottle should have two labels. If a chemical bottle is going to be repurposed the original label must be removed before the second label is attached.
v. If a secondary bottle is used to store a chemical, the secondary bottle must be labeled with all appropriate storage information.
vi. Some chemicals require special precautions when storing them.
vii. Exposure to heat or direct sunlight should be avoided.
viii. Acids should be segregated from bases and active metals such as sodium, potassium, magnesium, etc. Nitric acid should be stored in a dedicated space, away from other acids, inside a dedicated acid cabinet.
ix. Store flammables only in approved safety cans or cabinets. Segregate from oxidizers and keep away from sources of ignition.
x. Store oxidizers in a cool, dry place away from combustible materials.
xi. Store water reactive chemicals in a designated cool, dry place away from flammables. Post signs warning not to fight fire with water.
xii. Store pyrophorics in a cool dry place in airtight containers.
xiii. Chemical hazard signs should be posted outside the rooms where chemicals are stored.
xiv. Storage areas/chemical cabinets should be locked if employees will be absent for extended periods of time.

c. Inventory

i. A yearly audit of the chemical inventory should be conducted by the lab manager and lab instructors. There should be no inconsistencies between the chemical inventory log and the chemicals that are on the lab shelves. The inventory should include the quantities of each chemical and the number of containers that quantity is stored in.
ii. Chemicals should be culled on a regular basis to dispose of items that are no longer used, needed, or have expired.
iii. Responsibilities regarding the chemical audit for the lab manager and lab instructors are outlined in those respective sections and should be complied with.

d. Planning laboratory experiments

i. When designing new experiments, instructors should keep in mind:
ii. The chemicals that will be used, and whether a less hazardous chemical can be substituted.
iii. How often the experiment will be conducted should also be taken into account (every semester, every other semester) as this will influence the amount that will need to be ordered.
iv. Consider all reactions, possible side reactions, and products as well as the hazards that all of the above will produce so that proper safety equipment and procedures can be implemented.
v. Consider the disposal process for any waste produced by the experiment.

e. Waste disposal

i. Virginia Peninsula Community College is classified as a Very Small Quantity Generator (VSQG) meaning:

1. Virginia Peninsula Community College produces less than 100 kg of non-acute waste/month.
2. Virginia Peninsula Community College produces less than 1 kg of acute waste/month.
3. Waste is not to be evaporated in fume hoods.
   ii. Proper disposal of chemicals involves either:
4. Neutralizing acids and bases to be -poured down the drain in -compliance with all local, state, and/or federal regulations.
5. Pouring the waste into containers with compatible chemicals, storing the containers in the satellite site, and recording the waste on the waste disposal sheet.
   iii. Instructors should put all beakers of waste in the designated fume hood for disposal by the lab manager/lab instructor after class.
   iv. Paper and electronic copies of stored chemical waste should be kept up to date.
   v. Each unit generating hazardous waste, to include rechargeable batteries, gases, chemicals, pressurized vessels, etc. shall be responsible for coordinating and procuring (as necessary and appropriate) the proper disposal of the generated waste. The Director for the Department of Police, Safety, and Security in collaboration with the Director of Facility Services will provide advisement for units with questions regarding disposal services.

f. Accidents

i. In the event of an accident in which a student is injured, attend to the injured student first. This could include getting them to an eyewash station, under a safety shower, or any other type of first aid care.
ii. As necessary and appropriate, dial or text 9-1-1 without delay.
iii. While the student is attending to their injury, look up the SDS for the chemical involved in the accident.
iv. Follow the instructions on the SDS sheet that correspond to the injury.
v. Lab partners should be active participants in assisting their injured partner – whether it is helping the student to a washing station, monitoring their behavior, or informing the instructor of the chemicals that were being used at the time of the accident.
vi. Notification should also be immediately made to the Department of Police, Safety, and Security by dialing 757-825-2732.
vii. In accordance with Virginia Risk Management and OSHA reporting requirements, an incident report and required notifications, as necessary must be completed and may include the identity and amount of chemical used, an SDS, as well as details and causative factors of how the exposure occurred.
viii. Volunteers who are injured are not covered by workers compensation. Injuries sustained by volunteers are their responsibility and must be covered by their personal healthcare insurance policy.

g. Spills

i. Spills are classified as follows:
ii. Small spill: < 300 mL iii. Medium spill: 300 mL – 5L iv. Large spill: > 5L
v. For small and medium spills, use the spill kits and clean-up procedure located under the lab sink.
vi. All materials used to clean up spills (paper towels, spill kit absorbents, etc.) are considered hazardous waste. Place clean-up materials in a separate bag, label it as “hazardous waste” and note the chemicals that were cleaned up. Please notify lab instructors when a spill occurs so that they can dispose of clean-up materials appropriately.
vii. For large spills (> 5L) lab instructors must be notified. Please evacuate the classroom so the lab techs can evaluate the situation. College Police may need to be notified to respond as well as assess if an evacuation is in order or outside help may be required depending on the chemical spilled.

h. References

i. OSHA 29 CFR 1910.1450 Occupational exposure to hazardous chemicals in laboratories
ii. OSHA 29 CFR 1910.1200 Hazard communication
iii. College of William and Mary, Chemical Hygiene Plan
iv. Virginia Peninsula Community College, Chemical Hygiene Plan
v. Safety in Academic Chemistry Laboratories 8th edition, American Chemical Society Joint Board-Council Committee on Chemical Safety
vi. EPA Introduction to Hazardous Waste Identification (40 CFR Parts 261) Training Manual, September 2005

8.1 Hazard Communication – Globally Harmonized System – General

A. The Globally Harmonized System (GHS) for Hazard Classification and Labelling is an international, standardized approach to hazard communication. The criteria for classification of chemical hazards, chemical labels and Safety Data Sheets (SDS, formerly Material Safety Data Sheets (MSDS)) are all going to follow a standard set of rules. This change has been described as moving from ‘the right to know’ to ‘the right to understand’.

B. Scope: This procedure applies to the selecting, handling, storing, using, and disposal of all hazardous materials at Virginia Peninsula Community College from receipt through use; and to all hazardous waste from generation to the final disposal.

C. Virginia Peninsula Community College will manage all hazardous materials and waste in a manner consistent with applicable laws and regulations through the waste management policies contained in this Manual.

D. The purpose of this procedure to protect employees, students, and the community from the effects of exposure to hazardous materials.

E. The Virginia Peninsula Community College Safety Committee has the authority to establish, support, and maintain the procedures necessary to ensure compliance with this program (see Section 3: Health and Safety Organization).

F. The committee has the authorization to take immediate corrective action in cases of imminent risk of exposure to hazardous material.

G. All Virginia Peninsula Community College employees and students have the right to review and access SDS’s, inventories of chemicals to which they may be exposed, and the Hazard Communication Program.

8.2 Procedures

A. Each department is responsible for ensuring that SDS are provided by the manufacturer or distributor for all hazardous substances obtained by their department and for confirming that a copy of all SDS has been filed with the procurement office.

B. SDS forms shall be available to all employees and students in their work area. Each department is responsible for maintaining and updating these files.

C. The Facility Services Director shall forward any SDS received with incoming shipments to the department in receipt of the shipment and the procurement office.

D. Master SDS files shall be maintained in Facility Services.

E. Labeling Requirements: These labeling requirements apply to all containers of chemicals used at Virginia Peninsula Community College, as well as to containers of chemicals and hazardous materials being shipped off-site. The labeling program shall follow the guidelines in the Chemical Hygiene Plan (Section 7). Also, the following procedures apply:

a. No unmarked container of chemicals shall be used unless the container is portable and the chemical is for immediate use and under the control of the person who transfers it from a labeled container.

b. Container means any bag, barrel, bottle, box, can, cylinder, drum, reaction vessel, storage tank, or the like that contains a hazardous chemical.

c. Pipes or piping systems, and engines, fuel tanks, or other operating systems in vehicles, are not considered to be containers for purposes of this policy.

d. Immediate use means that the hazardous chemical shall be used only during the class in which it is transferred.

e. Virginia Peninsula Community College shall provide a container labeling kit to any employee requesting one.

f. Employees shall not remove or deface labels on incoming containers of hazardous chemicals.

g. Labels for containers of hazardous chemicals shall be defaced after use.

F. Label Information for a Single Chemical (Non-Mixture): Virginia Peninsula Community College shall provide the appropriate hazard rating and chemical compatibility charts required to label containers. The label shall include, without limitation, the following:

a. The personal protective equipment (PPE) required to use or handle the chemical.

b. The DOT hazard class i.e., whether the chemical is flammable, toxic, irritating, corrosive, water-reactive, or is an oxidizer.

c. The chemical name as reflected on the SDS.

G. Label Information for Mixtures: Virginia Peninsula Community College shall provide the appropriate hazard rating and chemical data to label containers. The SDS of the chemicals used to create the mixture shall be consulted to determine labeling requirements.

H. If a mixture has been tested by an approved laboratory as a whole to determine its hazardous characteristics, the results of such testing shall be used to determine whether the mixture is hazardous and to provide the appropriate labeling information.

I. If a mixture has not been tested as a whole to determine whether the mixture is a health hazard, the mixture shall be assumed to present the same health hazards as do all its components which comprise one percent (by weight or volume) or greater of the mixture. Scientifically, valid data, such as that provided on the SDS, shall be used to evaluate the physical hazard potential of the mixture. The chemical hygiene officer shall be consulted to provide any hazard analysis assistance required.

J. Labels are not required on the following:

a. Any pesticide as such term is defined in the Federal Insecticide, Fungicide, and Rodenticide Act (7 U.S.C. 136 et seq.), when subject to the labeling requirements of that Act and labeling regulations issued under that Act by the Environmental Protection Agency.

b. Any food, food additive, color additive, drug, cosmetic, or medical or veterinary device, including materials intended for use as ingredients in such products (e.g. flavors and fragrances), as such terms are defined in the Federal Food, Drug, and Cosmetic Act (21 U.S.C. 301 et seq.) and regulations issued under that Act, when they are subject to the labeling requirements under that Act by the Food and Drug Administration;

c. Any distilled spirits (beverage alcohols), wine, or malt beverage intended for nonindustrial use, as such terms are defined in the Federal Alcohol Administration Act (27 U.S.C. 201 et seq.) and regulations issued under that Act, when subject to the labeling requirements of that Act and labeling regulations issued under that Act by the Bureau of Alcohol Tobacco, and Firearms.

d. Any consumer product or hazardous substance as those terms are defined in the Consumer Product Safety Act (15 U.S.C. 2051 et seq.) and Federal Hazardous Substances Act (15 U.S.C. 1261 et seq.) respectively, when subject to a consumer product safety standard or labeling requirement of those Acts, or regulations issued under those Acts by the Consumer Product Safety Commission.

e. Any containers of chemicals and hazardous materials being shipped off-site designated as hazardous waste.

K. Each department shall maintain an inventory of all hazardous materials used, handled, or stored in that department. The chemical names on the inventory shall correspond with those in the SDS.

L. When a product is no longer in use or an SDS is replaced, the old SDS shall be archived and the procurement officer shall be notified.

M. The procurement officer shall supply departments with an annual inventory of the hazardous materials located in their area. Each department shall check this list against their SDS Manual and physical inventory and advise the procurement officer of any changes or updates.

N. All hazardous materials shall be stored in accordance with rules for incompatible chemicals as defined in the SDS.

O. Hazardous chemicals shall be kept in the laboratories in the smallest containers practical. Quantities stored shall be kept to a minimum.

P. Flammable chemicals shall be stored in fireproof cabinets that are designated for these chemicals only.
Q. Compressed gas cylinders shall be stored away from traffic, heat sources, and anything flammable. Cylinders shall be fastened and secured in an upright position.

R. All environmental and occupational waste requiring special handling based on local, state, and federal regulations shall be disposed of properly.

S. Infectious waste shall be disposed of as follows:

a. Contained in leak-proof plastic bags. When there are multiple bags, each bag shall be sealed separately.

b. Delivered to the Keats building, room 203, by the person responsible as soon as possible.

c. The procurement officer shall be notified when infectious waste needs to be picked up.

d. Sharps shall be collected at the point of generation in puncture-resistant sharps containers, and those containers shall be picked up by a qualified, licensed contractor. A manifest of the waste disposal shall be kept by the procurement officer with the invoice file.

e. Any paints or thinners that are identified as hazardous shall be disposed of in 55-gallon drums and shall be removed from campus by a qualified, licensed contractor. A manifest of the removal will be kept by the procurement officer with the invoice file.

T. See Section 6 of this manual for exposure control measures for bloodborne pathogens and for more detailed information concerning handling and disposing of infectious materials.

U. Personal Exposure or Spill Response: Virginia Peninsula Community College shall ensure that required emergency materials are available as specified on the SDS.

V. PPE, as identified on the SDS required for each hazardous substance, shall be worn.

W. When there is an incident of exposure the employee or student shall follow these guidelines:

X. Follow the recommendation on the SDS.

Y. Notify immediate supervisor or department head of incident and, if necessary, Human Resources shall complete an incident or injury report and record on the OSHA 300 Log.

Z. All incidents that require special spill precautions or assistance to clean up shall be reported to the Virginia Peninsula Community College Department of Police, Safety, and Security.

AA. Training: All college employees will be required to complete GHS professional development, as assigned by the College in collaboration with the Human Resources Department, the Director of Safety and Security, and the College’s Safety Committee. Supervisors shall be responsible for ensuring employee compliance of GHS professional development with established deadlines.

BB. Supervisors will also provide training for each employee and student who regularly comes in contact with hazardous materials, specific to the hazardous materials they will regularly contact. This training shall take place at the time of their assignment and new hazardous products/substances are introduced. Training requirements shall be reviewed as required.

CC. Following the completion of the training program employees and students shall be able to comply with the following:

a. Describe the requirements of the Hazard Communication Program.

b. Identify the general chemicals and hazardous materials present on campus.

c. Recognize the physical and health effects of these chemicals and hazardous materials.

d. Describe steps taken to lessen or prevent exposure to chemicals.

e. Understand potential exposure sources and routes of exposure.

f. Describe the methods and observation techniques used to determine the presence or release of hazardous materials in the work area.

g. Demonstrate how to read labels and SDS to obtain appropriate hazard information.

h. Understand appropriate response procedures, including notification procedures, should an exposure occur.

i. Apply the correct procedure in the transfer and storage of all hazardous materials in the work environment.

j. Locate and use the personal protective equipment within the department.

k. Understand how to lessen or prevent exposure to hazardous substances through the usage of control, work practices, and personal protective equipment.

l. Understand emergency and first aid procedures to follow if employees are exposed to a hazardous substance(s).

m. Understand the methods and observation techniques used to determine the presence or release of hazardous substances in their work area.

n. Use spill containment procedures within their work environment.

o. Demonstrate the use of the correct procedure for disposing of hazardous material used routinely on the job.

DD. Hazardous Non-Routine Tasks: No Virginia Peninsula Community College employee or student shall be required or allowed to perform tasks for which he or she not fully trained. Before beginning work, all such non-routine tasks shall be evaluated and the related hazard(s) shall be assessed and adequate protective measures shall be developed.

EE. Informing Contractors: Virginia Peninsula Community College’s contract representative, who serves as the liaison between the college and the contractor, shall provide information on hazardous substances located on campus that the contractor may come in contact with.

FF. The contractor shall be responsible for training their employees.

8.3 Definitions

A. Hazardous Material: Any substance which, when used as intended in the normal work process, poses a health or safety hazard rating of two or higher to employees or the environment. These include:

a. Any material that is flammable at less than 140 degrees Fahrenheit.
b. Any corrosive material (burns skin or eyes on contact.)
c. Any reactive material (unstable, explodes, or releases toxic vapors if exposed to other chemicals, or water).
d. Those chemicals and hazardous substances identified by the Environment Protection Agency (EPA) regulations.
e. Substances whose allowable concentration in workplace air are established or proposed to be established by the American Conference of Government Industrial Hygienists.
f. All the substances considered hazardous by the National Institute of Occupational Safety and Health.
g. Medical and infectious waste.

B. Waste: Any material that is no longer needed and which requires disposal.

8.4 Performance Standards

A. Employees in nursing, facilities, building trades, biology, chemistry, welding, electronics, graphic imaging, and woodworking are aware of the location of their department-specific SDS.

9.1 Job Safety Analysis – General

A. Preventing workplace injuries is the principal purpose of this program. This program shall provide a basis for identifying existing or potential job hazards (both safety and health), determining personal protective equipment (PPE) requirements and establishing the best means to perform the job to reduce or eliminate these hazards.

B. This program shall be maintained by the Human Resources Director or their designee.

9.2 High-Risk Jobs and Programs

A. The following have been identified as High-Risk Jobs:

a. Law Enforcement Officers
b. Security Officers
c. Safety Officers
d. Maintenance Mechanic
e. Grounds Maintenance
f. HVAC Technicians

B. The following have been identified as High-Risk Instructional Programs:

a. Automotive Technology
b. Building and Construction Trades
c. Certified Nurse Aide
d. Commercial Driver’s License
e. Computer Numeric Control (CNC) Machining
f. Construction and Trades
g. Emergency Medical Services
h. Heating, Ventilation, and Air Conditioning (HVAC)
i. Marine Fitting and Marine Construction Trades
j. Motorcycle Rider
k. Nursing
l. Welding

9.3 Training

A. The purpose of the training program is to ensure that employees and students are sufficiently informed about the hazards to which they may be exposed and thus be able to participate actively in their protection.

B. The training program shall include a means for adequately evaluating its effectiveness. This shall be achieved by using combinations of the following:

a. Surveys.
b. Injury and illness statistics.
c. Observation of work practices.

C. Training for employees and students shall consist of both general and specific job training as follows:

a. Employees shall be given formal training regarding the hazards associated with their jobs and with their equipment. This training shall include information on the varieties of hazards associated with the job, the risk factors causing or contributing to them, and the means of recognizing and reporting suspected hazards.
b. Students shall be given training regarding the hazards associated with their classes and/or their equipment. This training shall include information on recognizing and reporting suspected hazards.

i. Training shall be conducted at the beginning of each semester.

D. New employees shall receive hands-on training before being placed on a job. This training program shall include, without limitation, the following:

a. Care, use, and handling techniques of tools.
b. Use of special tools and devices associated with work stations.
c. Use of appropriate guards and safety equipment, including PPE.
d. Use of proper lifting techniques and devices.

E. Maintenance personnel shall be trained in the prevention and correction of job hazards through job and workstation design and proper maintenance, both in general and as applied to the specific conditions of the facility.

F. Employee training shall include instruction and, where necessary, hands-on training in the following:

b. A description and identification of the hazards associated with particular jobs, tasks, machines, and workstations.
c. Specific safeguards; including how the safeguards provide protection and the hazards for which they are intended.
d. The proper use of safety devices.
e. The proper installation, operation, and removal of safety devices.
f. Procedures to follow if the device is damaged, missing, or unable to provide adequate protection.
g. Recognition of applicable hazards associated with guarding devices.
h. Procedures for removal of a guard from service.
i. Personal protective equipment requirements.

G. Refresher training as required to reestablish employee proficiency and introduce new or revised safe work practices, methods, procedures, and use of PPE shall be provided as appropriate.

H. Virginia Peninsula Community College shall certify that training/retraining of employees and students has been accomplished and is being kept up to date. The certification shall contain each employee’s or student’s name and dates of training.

9.4 Personal Protective Equipment (PPE)

A. Where work practices and engineering controls do not eliminate all job hazards, employees shall wear appropriate personal protective equipment (PPE).

B. PPE includes, without limitation, items such as caps, hair nets, face shields, safety goggles, glasses, hearing protection, and gloves.

C. PPE shall be appropriate for the particular hazard.

D. PPE shall be maintained in good condition.

E. PPE shall be properly stored when not in use, to prevent damage or loss.

F. PPE shall be kept clean, fully functional, and sanitary.

G. PPE can present additional safety hazards if not used properly. Supervisors and instructors shall ensure that employees and students wear appropriate clothing and that PPE is worn so as not to create additional hazards.

9.5 Tool Selection, Evaluation and Condition

A. The greatest hazards posed by tools generally result from misuse and/or improper maintenance. Employees shall verify the following when selecting tools:

a. The tool is correct for the type of work to be performed.
b. Guards are installed properly and in good condition.
c. Grounding methods are sufficient when working in wet conditions.
d. Potential for injury or damage when using tools that create sparks or heat has been considered when working around flammable substances.
e. Impact tools such as chisels, wedges, or drift pins do not have mushroomed heads that can shatter on impact.
f. Wooden handles are not loose or splintered which can result in the heads of tools flying off.
g. Cutting tools are sharp.
h. The tool is being used on the proper working surface.
i. There is sufficient clearance for tools requiring swinging motions such as hammers, axes, picks, etc.

9.6 Hazard Prevention and Control

A. Engineering solutions, where feasible, are the preferred method of control for workplace hazards; therefore, whenever possible, hazards shall be eliminated by redesigning the work station, work methods, or tools to reduce the hazards associated with the demands of the job. The use of PPE shall be the last choice.

9.7 Notification of Employees and Students

A. Affected employees and students shall be notified when they are placed in jobs or programs where it is known or suspected that unresolved job hazards exist. These jobs and programs are listed in 9.2 above.

10.1 Lockout/Tagout Guidelines and Procedures – General

A. This procedure covers the servicing and maintenance of machines and equipment in which the unexpected energization or startup of the machine or equipment, or release of stored energy could cause injury to employees.

B. The OSHA standard for The Control of Hazardous Energy (Lockout/Tagout), Title 29 Code of Federal Regulations (CFR) Part 1910.147, addresses the practices and procedures necessary to disable machinery or equipment, thereby preventing the release of hazardous energy while employees perform servicing and maintenance activities. The standard is used by VPCC serves as a guide for the development of the minimum requirements necessary, in which to develop procedures specific to the standard. The standard outlines measures for controlling hazardous energies — electrical, mechanical, hydraulic, pneumatic, chemical, thermal, and other energy sources. In addition, 29 CFR 1910.333 sets forth requirements to protect employees working on electric circuits and equipment. This section requires workers to use safe work practices, including lockout and tagging procedures. These provisions apply when employees are exposed to electrical hazards while working on, near, or with conductors or systems that use electric energy.

C. In addition to the OSHA standard, equipment located in academic areas shall be addressed by safety procedures developed by each unit/department, provided in the appendix section of this manual.

D. In general, normal operations are not covered by this guideline; however, servicing and/or maintenance which takes place during normal operations are covered under the following conditions:

a. If an employee is required to remove or bypass a guard or other safety device.
b. If an employee is required to place any part of his or her body into an area on a machine or piece of equipment where work is performed or where an associated danger zone exists during a machine operating cycle.

E. Minor tool changes and adjustments, and other minor servicing activities, which take place during normal operations, are not covered if they are routine, repetitive, and integral to the use of the equipment, provided that the work is performed using alternative measures which provide effective protection.

F. This guideline does not apply to work on a cord and plug connected electric equipment for which exposure to the hazards of unexpected energization or startup of the equipment is controlled by the unplugging of the equipment from the energy source and by the plug being under the exclusive control of the employee performing the servicing or maintenance.

G. Administration and enforcement of this program and applicable guidelines and procedures are the responsibility of the Director of Facilities Services and/or the unit performing work or delivering instruction.

10.2 Program Implementation

A. Employees shall use procedures described herein for affixing appropriate lockout/tagout devices to energy isolating devices, and for disabling machines or equipment to prevent unexpected energization, start-up or release of stored energy.
B. Lockout: If an energy isolating device is capable of being locked out, use an appropriate lockout device, unless it can be demonstrated that tagout device will provide full employee protection.

C. Tagout: If an energy isolating device is not capable of being locked out, use a tagout system.

D. Future Requirements: Whenever replacement or major repair, renovation, or modification of a machine or equipment is performed, and whenever new machines or equipment are installed, energy isolating devices for such machines or equipment shall be designed to accept a lockout device.

10.3 Full Employee Protection

A. When a tagout device is used on an energy isolating device that is capable of being locked out, the tagout device shall be attached at the same location that the lockout device would have been attached.

B. No lockout/tagout is required under the following conditions:

a. The machine or equipment has no potential for stored or residual energy or reaccumulation of stored energy which could endanger employees after shut down.
b. The machine or equipment has a single energy source, which can be readily identified and isolated.
c. The isolation and locking out of the energy source will completely de-energize and deactivate the machine or equipment.
d. The machine or equipment is isolated from the energy source and locked out during servicing or maintenance.
e. Servicing or maintenance does not create hazards for other employees.

10.4 Energy Control Procedures

A. The lockout/tagout procedures for each machine and piece of equipment shall outline the scope, purpose, authorization, rules, and techniques to be utilized for the control of hazardous energy, and the means to enforce compliance including, without limitation, the following:

a. A statement of the intended use of the procedure.

b. Procedures for shutting down, isolating, blocking, and securing machines or equipment to control hazardous energy (manufacturer’s recommendations shall be followed whenever possible).

c. Procedures for the placement, removal, and transfer of lockout/tagout devices and the person(s) responsible for implementing the procedures.

d. Requirements for testing a machine or piece of equipment to verify the effectiveness of lockout/tagout devices and other energy control measures.

e. Lockout/tagout procedures for specific machines and pieces of equipment are provided in the appendix section of this manual.

10.5 Protective Materials and Hardware

A. Appropriate lockout/tagout devices shall be provided for isolating, securing, or blocking of machines or equipment from energy sources based on the individual machine/equipment procedures.

B. Lockout/tagout devices shall be singularly identified, shall be the only devices(s) used for controlling energy, shall not be used for other purposes, and shall comply with the following:

a. Lockout/tagout devices shall be capable of withstanding the environment in which they will be used for the maximum period of time that exposure is expected.

b. Tagout devices shall be fabricated and printed so that exposure to weather conditions or wet and damp locations will not cause the tag to deteriorate or the message on the tag to become illegible.

c. Tagout devices shall not deteriorate when used in corrosive environments such as areas where acid and alkali chemicals are handled and stored.

d. Lockout/tagout devices shall be standardized within each facility using at least one of the following criteria: color, shape, or size. Additionally, in the case of tagout devices, print and format shall be standardized.

e. Lockout devices shall be substantial enough to prevent their removal without the use of excessive force or unusual techniques.

f. Tagout devices, including their means of attachment, shall be substantial enough to prevent inadvertent or accidental removal. Means of attachment shall be non-reusable, attachable by hand, self-locking, and non-releasable; and shall conform to the general design and basic characteristics of a one-piece, all-environment-tolerant nylon cable tie.

g. Lockout/tagout devices shall indicate the identity of the employee applying the device.

h. Tagout devices shall warn against hazardous conditions that may occur if the machine or equipment is energized and shall include a legend such as the following:

i. Do Not Start, Do Not Open, Do Not Close, Do Not Energize, Do Not Operate.

10.6 Training

A. Virginia Peninsula Community College shall provide training to ensure that the purpose and function of the Lockout/Tagout Policy are understood and that the knowledge and skills required for the safe application, usage, and removal of the energy controls are acquired by employees. Training shall include the following:

a. Each authorized employee shall receive training in the recognition of applicable hazardous energy sources, the type and magnitude of the energy available in the workplace, and the methods and means necessary for energy isolation and control.

b. Each affected employee shall be instructed in the purpose and use of the energy control procedure.
c. All other employees, who work in an area where energy control procedures are utilized, shall be instructed regarding the procedures and the prohibitions related to attempts to restart or re-energize machines or equipment which are locked or tagged out.

B. When tagout systems are used, employees shall be made aware of the following limitations of tags:

a. Tags are warning devices affixed to energy isolating devices, and do not provide the same physical restraint on those devices that locks do.

b. A tag that is attached to an energy isolating device shall not be removed without authorization of the person responsible for it, and it shall never be bypassed, ignored, or otherwise defeated.

C. Non-legible or missing tags shall be reported to the Director of Facility Services immediately.

D. Virginia Peninsula Community College shall certify that the training of employees has been accomplished and is being kept up to date. The certification shall contain each employee’s name and dates of training.

10.7 Application of Control

A. The lockout/tagout procedures shall include the following elements:

a. Lockout/tagout shall be performed only by the authorized employees who are performing the servicing or maintenance.

b. Affected employees shall be notified of the application and removal of lockout/tagout devices. Notification shall be given before the controls are applied, and after they are removed.

c. Before an authorized or affected employee turns off a machine or equipment, the employee shall have knowledge of the type and magnitude of energy involved, the hazards of the energy to be controlled, and the method or means to control the energy.

d. The machine or equipment shall be turned off or shut down using the procedures established for that specific machine or equipment. An orderly shutdown shall be used to avoid any additional or increased hazard(s) to employees as a result of the equipment stoppage.

e. All energy isolating devices that are needed to control the energy to the machine or equipment shall be physically located and operated in such a manner as to isolate the machine or equipment from the energy source(s).

B. Lockout Device Application: Lockout devices shall be affixed to each energy-isolating device in a manner that will hold the energy isolating devices in a “safe” or “off” position.

C. Tagout Device Application: Tagout devices shall be affixed in a manner that clearly indicates that the operation or movement of energy isolating devices from the “safe” or “off” position is prohibited.

D. Where tagout devices are used with energy isolating devices designed with the capability of being locked, the tag attachment shall be fastened at the same point at which the lock would have been attached.

E. Where a tag cannot be affixed directly to the energy isolating device, the tag shall be located as close as safely possible to the device, in a position that will be immediately obvious to anyone attempting to operate the device.

F. Stored Energy: Following the application of lockout/tagout devices to energy isolating devices, all potentially hazardous stored or residual energy shall be relieved, disconnected, or restrained.

G. If there is a possibility of reaccumulation of stored energy to a hazardous level, verification of isolation shall be continued until the servicing or maintenance is completed, or until the possibility of such accumulation no longer exists.

H. Verification of Isolation: Before starting work on machines or equipment that have been locked out or tagged out, the authorized employee shall verify that isolation and de-energization of the machine or equipment have been accomplished.

10.8 Release From Lockout/Tagout

A. Before lockout/tagout devices are removed and energy is restored to the machine or piece of equipment, the authorized employee shall verify the following:

a. That nonessential items have been removed from the work area.

b. That the machine or equipment components are operationally intact.

c. All employees have been safely positioned or removed from the work area.

B. After the lockout/tagout device has been removed and before the machine or piece of equipment is started, affected employees shall be notified that the lockout/tagout device has been removed.

C. The lockout/tagout device shall be removed from the energy isolating device by the employee who applied the device.
D. When the authorized employee who applied the lockout/tagout device is not available to remove it, that device may be removed under the direction of the Director of Facioi8ty Services.

10.9 Testing of Machines, Equipment, or Components

A. In situations that require the lockout/tagout device to be temporarily removed from the energy isolating device so that the machine or equipment can be energized for testing or to position the machine or equipment, the following procedures shall be used:

B. Clear the machine or equipment of tools and materials.

C. Remove employees from the machine or equipment area.

D. Remove the lockout/tagout device as specified in the individual equipment procedures.

E. Energize and proceed with testing or positioning.

F. De-energize all systems and reapply energy control measures in accordance with equipment procedures and continue the servicing and/or maintenance.

10.10 Non-Virginia Peninsula Community College Personnel (Contractors, Etc.)

A. Whenever outside servicing personnel are engaged in activities covered by this policy, Virginia Peninsula Community College and the contractor shall coordinate with each other regarding their respective lockout/tagout procedures.

B. Each contractor shall ensure that their employees understand and comply with the restrictions and prohibitions of the contractor’s energy control program.

10.11 Group Lockout/Tagout

A. When servicing and/or maintenance is performed by a group or team, procedures which afford a level of protection which is equivalent to that provided by an individual lockout/tagout device shall be utilized.

B. Group lockout/tagout devices shall be employed in accordance with the procedures governing individual devices and with the following requirements:

C. An authorized employee shall be responsible for a set number of employees working under the protection of a group lockout/tagout device.

D. Provision for the authorized employee to ascertain the exposure status of individual group members concerning the lockout/tagout of the machine or equipment shall be made.

E. When more than one crew or team is involved, an authorized employee shall be responsible for overall job-associated lockout/tagout control and shall coordinate affected workforces and ensure continuity of protection.

F. Each authorized employee shall affix a personal lockout/tagout device to the energy control device when he or she begins work and shall remove those devices when their work is complete.

10.12 Definitions

A. Affected Employee: An employee whose job requires him/her to operate or use a machine or equipment on which servicing, or maintenance is being performed under lockout or tagout, or whose job requires him/her to work in an area in which such servicing or maintenance is being performed.

B. Authorized Employee: A person who locks out or tags out machines or equipment to perform servicing or maintenance on that machine or equipment. An affected employee becomes an authorized employee when that employee’s duties include performing servicing or maintenance covered under this section.

C. Capable of Being Locked Out: An energy isolating device is capable of being locked out if it has a hasp or other means of attachment to which, or through which, a lock can be affixed, or it has a locking mechanism built into it. Other energy isolating devices are capable of being locked out if lockout can be achieved without the need to dismantle, rebuild, or replace the energy-isolating device or permanently alter its energy control capability.

D. Energized: Connected to an energy source or containing residual or stored energy.

E. Energy Isolating Device: A mechanical device that physically prevents the transmission or release of energy, including but not limited to the following:

a. A manually operated electrical circuit breaker.
b. A disconnect switch.
c. A manually operated switch by which the conductors of a circuit can be disconnected from all ungrounded supply conductors, and, also, no pole can be operated independently.
d. A line valve; a block; and any similar device used to block or isolate energy.
e. Push buttons, selector switches, and other control circuit type devices are not energy isolating devices.

F. Energy Source: Any source of electrical, mechanical, hydraulic, pneumatic, chemical, thermal, or other energy.

G. Hot Tap: A procedure used in the repair, maintenance, and services activities which involves welding on a piece of equipment (pipeline, vessel, or tank) under pressure, to install connections or appurtenances. It is commonly used to replace or add sections of a pipeline without the interruption of service for air, gas, water, steam, and petrochemical distribution systems.

H. Lockout: The placement of a lockout device on an energy-isolating device, in accordance with an established procedure, ensuring that the energy isolating device and the equipment being controlled cannot be operated until the lockout device is removed.

I. Lockout Device: A device that utilizes a positive means such as a lock, either key or combination type, to hold an energy-isolating device in a safe position and prevent the energizing of a machine or equipment. Included are blank flanges and bolted slip blinds.

J. Normal Production Operations: The utilization of a machine or equipment to perform its intended production function.

K. Servicing and/or Maintenance: Workplace activities such as constructing, installing, setting up, adjusting, inspecting, modifying, and maintaining and/or servicing machines or equipment. These activities include lubrication, cleaning or unjamming of machines or equipment and making adjustments or tool changes, where the employee may be exposed to the unexpected energization or startup of the equipment or release of hazardous energy.

L. Setting Up: Any work performed to prepare a machine or equipment to perform its normal production operation.

M. Tagout: The placement of a tagout device on an energy-isolating device, in accordance with an established procedure, to indicate that the energy isolating device and the equipment being controlled may not be operated until the tagout device is removed.

N. Tagout Device: A prominent warning device, such as a tag and a means of attachment, which can be securely fastened to an energy-isolating device in accordance with an established procedure, to indicate that the energy isolating device and the equipment being controlled may not be operated until the tagout device is removed.

11.1 Respiratory Protection Guidelines – General

A. In accordance with applicable OSHA standards, OSHA’s revised Respiratory Protection Standard (29 CFR 1910.134 and 29 CFR 1926.103) Virginia Peninsula Community College has established Respiratory Protection Guidelines and Procedures.

B. VPCC Respiratory Protection Guidelines and Procedures program for employees shall be administered by the Director of Facility Services and shall be reviewed and updated as appropriate.

C. VPCC Respiratory Protection Guidelines and Procedures program for students shall be administered by the academic and/or instructional unit with programmatic oversight in collaboration with the Director of Facility Services and shall be reviewed and updated as appropriate.

11.2 General Statement

A. Virginia Peninsula Community College shall prevent employee exposure to atmospheric contamination to minimize the threat of occupational diseases. This objective shall be accomplished, as far as feasible, by work practices and engineering controls. However, when work practices and engineering controls are not adequate or feasible, or while the engineering controls are being instituted, appropriate respirators shall be used.

B. Virginia Peninsula Community College shall provide respirators that are suitable for the purpose intended.

C. Employees shall be trained in the proper use of respirators as well as their limitations.

D. Employees shall not be assigned tasks requiring the use of respirators unless it has been determined that they are physically able to perform the task and use the equipment. A physician shall determine what health and physical conditions are pertinent.

E. The respirator user’s medical status shall be reviewed on an annual basis.

F. Each task that has the potential for respiratory hazards shall be evaluated to determine worker protection requirements.

11.3 Use of Respiratory Protection Equipment

A. Use of respirators shall be required as follows:

B. In regulated areas within the facility.

C. In emergencies.

D. Where engineering and work practice controls are inadequate.

E. Where potential exposure exceeds the permissible limits.

F. During maintenance and repair activities and during brief or intermittent operations where engineering and work practice controls are not feasible.
G. To ensure that an adequate seal is achieved, the facepiece fit shall be checked by the employee each time he or she puts on the respirator.

H. If hair growth or apparel interfere with a satisfactory fit, then hair or clothing shall be altered or removed to eliminate interference and allow a satisfactory fit. If a satisfactory fit is still not attained, the employee shall use a positive-pressure respirator such as a powered air-purifying respirator, supplied-air respirator, or self-contained breathing apparatus.

I. Full-face respirators having provisions for corrective optical inserts shall be provided as necessary. These respirators shall be used according to the manufacturer’s recommendations.

11.4 Inspection, Maintenance and Care of Respiratory Equipment

A. Routine use respirators shall be inspected before each use and during cleaning in accordance with the manufacturer’s recommendations.

B. Respirators that fail an inspection or are otherwise found to be defective shall be discarded.

C. Storage of Respirators: Respirators shall be stored to protect them from damage, contamination, dust, sunlight, extreme temperatures, excessive moisture, and damaging chemicals

D. Filter cartridges and canisters shall be used and stored according to the manufacturer’s recommendations.

11.5 Training

A. Training in the use and care of respiratory protection shall be provided to employees as follows:

a. Before the employee is first assigned duties that require respiratory protection.
b. Before there is a change in assigned duties.
c. Whenever there is a change in operations that present a hazard for which an employee has not previously been trained.
d. Whenever Virginia Peninsula Community College has reason to believe that there have been deviations from established respiratory procedures or that there are inadequacies in the employee’s knowledge or use of these procedures.

11.6 Respiratory Equipment Fit Testing

A. Virginia Peninsula Community College shall conduct fit testing before an employee using any respirator. The employee shall be fit tested with the same make, model, style, and size of respirator that will be used.

B. Virginia Peninsula Community College shall maintain a record of each Qualitative Fit Test (QLFT) and Quantitative Fit Test (QNFT) administered to an employee; including, without limitation, the following:

a. Date of test.
b. Type of fit test performed.
c. The name or identification of the employee tested.
d. Make, model, style, and size of respirator tested.
e. The pass/fail results for QLFTs or the fit factor and strip chart recording or other recordings of the test results for QNFTs.
f. Fit test records shall be retained until the next fit test is administered.

11.7 Medical Evaluations

A. Virginia Peninsula Community College shall provide medical evaluations in accordance with 29 CFR 1910.134, provided in the appendix section of this manual to determine each employee’s ability to use a respirator before the employee is fit tested or required to use the respirator in the workplace.

B. Virginia Peninsula Community College shall discontinue an employee’s medical evaluations when the employee is no longer required to use a respirator.

C. Virginia Peninsula Community College shall identify a Physician or other Licensed Health Care Professional (PLHCP) to perform medical evaluations using the OSHA Respirator Medical Evaluation Questionnaire provided in the appendix section of this manual, or an initial medical examination that obtains the same information as the medical questionnaire.

D. A follow-up medical examination shall be provided for any employee who gives a positive response to any of the questions 1 through 8 of Part A, Section 2 in the Questionnaire and/or demonstrates the need for a follow-up medical examination. The follow-up medical examination shall include any medical tests, consultations, or diagnostic procedures that the PLHCP deems necessary.

E. Virginia Peninsula Community College shall provide additional medical evaluations under the following conditions:

a. If an employee reports medical signs or symptoms that are related to his or her ability to use a respirator.
b. If a PLHCP, supervisor, or the respirator program administrator informs the college that an employee needs to be reevaluated.
c. If observations made during fit testing and program evaluation indicate a need for employee reevaluation.
d. If a change occurs in workplace conditions (e.g., physical work effort, protective clothing, temperature, etc.) that may result in a substantial increase in the physiological burden placed on an employee.

11.8 Definitions

A. Air-Purifying Respirator: A respirator with an air-purifying filter, cartridge, or canister that removes specific air contaminants by passing ambient air through the air-purifying element.
B. Atmosphere-Supplying Respirator: A respirator that supplies the respirator user with breathing air from a source independent of the ambient atmosphere, and includes supplied-air respirators (SARs) and self-contained breathing apparatus (SCBA) units.

C. Canister or Cartridge: A container with a filter, sorbent, or catalyst, or combination of these items, which removes specific contaminants from the air passed through the container.
D. Demand Respirator: An atmosphere-supplying respirator that admits breathing air to the facepiece only when negative pressure is created inside the facepiece by inhalation.

E. Emergency Situation: Any occurrence such as, but not limited to, equipment failure, rupture of containers, or failure of control equipment that may or does result in an uncontrolled significant release of an airborne contaminant.

F. Employee Exposure: Exposure to a concentration of an airborne contaminant that would occur if the employee were not using respiratory protection.

G. End-of-Service-Life Indicator (ESLI): A system that warns the respirator user of the approach of the end of adequate respiratory protection, for example, that the sorbent is approaching saturation or is no longer effective.

H. Escape-Only Respirator: A respirator intended to be used only for emergency exit.

I. Filter or Air Purifying Element: A component used in respirators to remove solid or liquid aerosols from the inspired air.

J. Filtering Face Piece (Dust Mask): A negative pressure particulate respirator with a filter as an integral part of the facepiece or with the entire facepiece composed of the filtering medium.

K. Fit Factor: A quantitative estimate of the fit of a particular respirator to a specific individual, and typically estimates the ratio of the concentration of a substance in ambient air to its concentration inside the respirator when worn.

L. Fit Test: The use of a protocol to qualitatively or quantitatively evaluate the fit of a respirator on an individual. (See also Qualitative fit test QLFT and Quantitative fit test QNFT.)

M. Helmet: A rigid respiratory inlet covering that also provides head protection against impact and penetration.

N. High-Efficiency Particulate Air (HEPA) Filter: A filter that is at least 99.97 percent efficient in removing monodisperse particles of 0.3 micrometers in diameter. The equivalent NIOSH 42 CFR 84 particulate filters are the N100, R100, and P100 filters.

O. Hood: A respiratory inlet covering that completely covers the head and neck and may also cover portions of the shoulders and torso.

P. Immediately Dangerous to Life or Health (IDLH): An atmosphere that poses an immediate threat to life, would cause irreversible adverse health effects, or would impair an individual’s ability to escape from a dangerous atmosphere.

Q. Interior Structural Firefighting: The physical activity of fire suppression, rescue or both, inside of buildings or enclosed structures which are involved in a fire situation beyond the incipient stage. (See 29 CFR 1910.155.)

R. Loose-Fitting Facepiece: A respiratory inlet covering that is designed to form a partial seal with the face.

S. Negative Pressure Respirator (Tight Fitting): A respirator in which the air pressure inside the facepiece is negative during inhalation with respect to the ambient air pressure outside the respirator.

T. Oxygen Deficient Atmosphere: An atmosphere with an oxygen content below 19.5 percent by volume.

U. Physician or Other Licensed Health Care Professional (PLHCP): An individual whose legally permitted scope of practice (i.e., license, registration, or certification) allows him or her to independently provide, or be delegated the responsibility to provide, some or all of the health care services required by the respiratory protection standard.

V. Positive Pressure Respirator: A respirator in which the pressure inside the respiratory inlet covering exceeds the ambient air pressure outside the respirator.

W. Powered Air-Purifying Respirator (PAPR): An air-purifying respirator that uses a blower to force the ambient air through air-purifying elements to the inlet covering.

X. Pressure Demand Respirator: A positive pressure atmosphere-supplying respirator that admits breathing air to the facepiece when the positive pressure is reduced inside the facepiece by inhalation.

Y. Qualitative Fit Test (QLFT): A pass/fail fit test to assess the adequacy of respirator fit that relies on the individual’s response to the test agent.

Z. Quantitative Fit Test (QNFT): An assessment of the adequacy of respirator fit by numerically measuring the amount of leakage into the respirator.

AA. Respiratory Inlet Covering: That portion of a respirator that forms the protective barrier between the user’s respiratory tract and an air-purifying device or breathing air source, or both. It may be a facepiece, helmet, hood, suit, or a mouthpiece respirator with nose clamp.

BB. Self-contained Breathing Apparatus (SCBA): An atmosphere-supplying respirator for which the breathing air source is designed to be carried by the user.

CC. Service Life: The period of time that a respirator, filter or sorbent, or other respiratory equipment provides adequate protection to the wearer.

DD. Supplied-Air Respirator (SAR) or Airline Respirator: An atmosphere-supplying respirator for which the source of breathing air is not designed to be carried by the user.

EE. Tight-Fitting Facepiece: A respiratory inlet covering that forms a complete seal with the face.

FF. User Seal Check: An action conducted by the respirator user to determine if the respirator is properly seated to the face.

VPCC OSHA Fall Protection Program can be referenced in Section 35.

12.1 Fall Protection (Slips, Trips and Falls) – General

A. The Fall Protection (Slips, Trips, and Falls) Guidelines and Procedures shall be administered by the Director of Facility Services and shall be reviewed and updated as appropriate.

12.2 Fall Prevention – Housekeeping Guidelines

A. All offices, work stations, work areas, passageways, storerooms, restrooms, and service rooms shall be kept clean, orderly, sanitary, and free of known hazards.

B. All floors shall be maintained in a clean, orderly, and, so far as possible, dry condition.

C. Sufficient illumination shall be provided in all areas. Lighting deficiencies shall be reported to the Facilities Director for correction.

D. Each employee shall be responsible for maintaining their immediate work area in a clean and orderly manner, and for notifying the Facilities Services Department of conditions that are beyond their control.

E. Supervisors shall ensure that machines and equipment under their control are properly maintained.

F. All walls shall be painted, and maintained in a clean and orderly manner.

G. Postings shall be confined to bulletin boards and other appropriate areas.

H. Emergency exits shall be kept free of obstacles at all times. Any employee who finds an emergency door blocked shall immediately report the condition to the Facilities Director for correction. Exit lights and signs shall be maintained in proper condition at all times, and immediately reported if deficient.

I. Large (more than 1 quart), non-hazardous spills shall be contained and immediately reported to the Facilities Director.

12.3 Aisles and Passageways

A. Where mechanical handling equipment, such as tow motors, are used, sufficient safe clearances shall be maintained for aisles at loading docks, through doorways, and wherever turns or passage must be made. Aisles and passageways shall be kept clear with no obstruction that could create a hazard across or in the aisles.

B. Permanent aisles and passageways shall be appropriately marked.

12.4 Covers and Guardrails

A. Covers and/or guardrails shall be provided to protect personnel from the hazards of open pits, tanks, vats, ditches, etc.

12.5 Guarding Floor and Wall Openings and Holes

A. Stairway floor openings shall be guarded by a standard railing. Railings shall be provided on all exposed sides (except at entrances to stairways).

B. Ladderway floor openings or platforms shall be guarded by a standard railing with standard toe boards on all exposed sides (except at the entrance to the opening), with the passage through the railing either provided with a gate or offset so that a person cannot walk directly into the opening.

C. Temporary floor openings shall have standard railings or shall be constantly attended.

A. The following guidelines and procedures have been established by Virginia Peninsula Community College to ensure that best practices for high-risk instructional programs are identified and implemented.

B. These guidelines shall be applicable and used in conjunction with the VPCC High-Risk Instruction Safe Teaching Environment Program, which can be referenced in the appendix section of this manual.

C. Definitions:

a. Hazard – A condition or situation that creates or increases the likelihood of bodily injury or death from exposure to a given situation.

b. High Risk Instructional Program – any instructional program that has identified hazards, either known hazards or potential hazards, with the propensity to cause injury or illness.

c. Instructional Program Hazard Analysis – An Instructional Program Hazard Assessment is an evaluation of an instructional activity by the faculty member to identify sources of hazards or potential hazards and to minimize the risk of injury to faculty and students. Hazardous conditions in the classroom increase in numbers and complexities as technology advances. By identifying hazards and implementing precautions, safety becomes an integral part of the instructional activity.

d. Risk Categories – A risk is the chance or probability that a person will be harmed or experience an adverse health effect if exposed to a hazardous condition.

i. Minimal Risk Level 0 – No Injury or illness sustained from exposure to hazardous condition.
ii. Low Risk Level 1 – Injuries or temporary, reversible illnesses not resulting in hospitalization, and/or only requiring first aid treatment on the scene.
iii. Medium Risk Level 2 – Injuries or temporary, reversible illnesses resulting in medical or emergency medical treatment or a variable but limited period of disability (no in-patient hospitalization).
iv. High Risk Level 3 – Death from injury or illness. Injuries involve permanent disability or chronic, irreversible illness, and/or in-patient hospitalization.

e. Syllabus – A syllabus is an outline of a specific plan for conducting instruction in a course developed by the faculty member teaching the course. A course syllabus must include all required components as identified in the most current version of the Official Course Syllabus template published in SimpleSyllabus. The course syllabus will inform the student about the core competencies and learning outcomes to be achieved, the topics that will be covered, delivery modality, student responsibilities, attendance, assignments, and how grades will be determined. The syllabus is an official document that serves as an agreement between a faculty member and her/his students.

D. VPCC Safe Teaching Practice Inventory – The Safe Teaching Practice Inventory is an inventory highlighting fifteen (15) focus areas pertaining to safety instruction and/or safety policy within an instructional and/or academic environment.

E. The VCCS has designated a list of high-risk instructional programs. The VCCS program list is available for review as part of this section of the College’s Health and Safety Guidelines and Procedures Manual.

F. The following programs offered at Virginia Peninsula Community College have been identified as high risk and are not on the VCCS list of high-risk instructional programs:

a. Emergency Medical Services (Concepts in Critical Care)

G. All VCCS and VPCC academic and workforce programs shall meet applicable Federal and State codes and standards, consensus industry practices (where required), guidelines and procedures established by the State Council for Higher Education of Virginia (SCHEV), the Department of Planning and Budget (DPB), the Department of General Services (DGS), Virginia Occupational Safety and Health (VOSH) Guidelines and other regulatory authorities as applicable.

H. High Risk Instructional Program Guidelines and Procedures shall be developed and administered by the academic and/or instructional unit with programmatic oversight in collaboration with the Director of the Safety and Security, as necessary and/or appropriate, and shall be reviewed and updated as appropriate.

I. High Risk Instructional Program Guidelines and Procedures shall include faculty, staff, and student programmatic policies, procedures, and guidelines which will include at a minimum:

a. Program Admission Requirements
b. Background Check Requirements
c. Medical Physical Requirements
d. Drug Screen Requirements
e. Cognitive and Functional Abilities
f. Program/Course Uniform and/or Attire Requirements
g. Program/Course Grooming and Personal Hygiene Requirements
h. Personal Protective Equipment Requirements
i. Other Programmatic Requirements Specific to Accreditors and/or Industry Requirements

J. For programs that are conducted at a third-party offsite location, the safety procedures of the third-party must comply with the Virginia Peninsula Community College safety guidelines and procedures.

13.1 Supervision of Students in Labs

A. Instructors of high-risk instructional programs shall establish policies for the supervision of students in labs. Appropriate supervision of students is necessary to ensure those safe procedures are practiced to prevent accidents and to ensure prompt response in case of an accident.

B. If a student needs additional time on equipment to perform work, the instructor shall be present to supervise.

C. If the instructor or lab manager must leave the lab for any reason during class time, students shall stop working and power down equipment. Any exceptions shall be documented and must have approval from the dean of the program.

13.2 Instructors Shall Stay Current in Their Industry

A. Instructors of industrial technology programs are encouraged to stay current with the latest practices and requirements related to safety in their industry. Options available to achieve this goal include, without limitation, the following:

a. Obtain certification through professional organizations, when available.
b. Participate in continuing professional education.
c. Read and study textbooks that are written or endorsed by industry organizations.
d. Maintain a business related to the program the instructor is teaching.
e. Utilize advisory councils for support and information.

13.3 Safety in Labs and Classrooms

A. Virginia Peninsula Community College shall provide written procedures related to safety in labs and classrooms. Lab safety protocols shall be current and shall be followed by instructors, staff, and students to establish class rules and set expectations.

B. Procedures based on industry standards may not be sufficient. Safety standards promulgated by OSHA and other standards-setting bodies are designed for experienced professionals; therefore, these standards may not be adequate for inexperienced students. For example, while industry standards only require non-flammable clothing while welding, colleges should consider requiring welding smocks or aprons to further protect students. Additionally, industry standards do not forbid welding or machining while alone, but students should not be left unsupervised in the labs.

13.4 Personal Projects in Labs

A. Work on personal projects in the lab will be allowed when it can be demonstrated that the experience provides a positive learning opportunity for the student and that the project will allow the student to apply lessons learned in class.

B. Personal projects shall only be allowed if their use provides a learning experience to the entire class and does not benefit one person.

C. Instructors shall consider the safety and liability risks before allowing students, instructors, or staff to work on personal projects in labs using the state-owned equipment.

D. When personal projects will be unattended (continuous operations, overnight reactions, etc.), the following procedures shall be followed:

a. Supervising faculty shall review work procedures to ensure the safe completion of the operation.

b. Place appropriate signs at all entrances to the lab detailing special precautions for custodial workers, etc.

c. Develop precautions to be used in case of interruption of utility service (loss of water pressure, electricity, etc.) during the unattended operation.

d. The person responsible for the operation shall return to the laboratory at the conclusion of the operation to assist in the dismantling of the apparatus and to remove all signs.

13.6 Classroom and Lab Rules of Behavior

A. Virginia Peninsula Community College shall require all students in high-risk instructional programs to sign the Lab Rules of Behavior document which lists rules of behavior for students and indicates that they will follow and practice all safety policies taught in class.

B. The code shall include requirements related to student behavior in general and be consistent with existing college policies.

C. The code shall include sanctions, beginning with intermediate sanctions and progressing to dismissal from a class period, class, or program if warranted. Instructors must be able to enforce such sanctions to make the code effective.

D. Students shall be required to sign an Assumption of Risk form on or before the first meeting of the class.

13.7 Emergency Equipment

A. Instructors in high-risk instructional programs shall be familiar with emergency equipment used in their labs and shall be proficient in the use of that emergency equipment.

13.8 Students Shall Pass a Safety Assessment Before Working in Labs

A. Virginia Peninsula Community College shall require students in high-risk instructional programs to pass a safety assessment before working in labs. If possible, safety tests shall be based on those issued by industry governing bodies or professional organizations.

B. For critical safety questions missed, or when a test is failed, instructors shall either require re-taking of the test or questions or shall work with the student one-on-one to ensure that the student understands the core concept.

C. If the instructor chooses to work with the student rather than utilize a written re-test, results shall be documented to provide evidence that the student understands the concept.

D. Results of testing and remediation shall be retained by the department.

13.9 Utilize Advisory Committees to Examine Safety-Related Topics

A. Virginia Peninsula Community College shall require active involvement of advisory committees for high-risk instructional programs. Advisory committees shall meet at least annually, shall provide input on curriculum, and shall discuss current safety topics seen in the specific industry.

B. Advisory Committee membership shall be inclusive to avoid the appearance of a conflict of interest.

13.10 Students Shall Receive Emergency Training

A. In order to reduce the likelihood of confusion and panic during extreme situations, Virginia Peninsula Community College shall require the inclusion of student emergency training and awareness in classes with specific risks of fire, electrocution, or injury.

B. Students shall be trained in the use of fire blankets, fire extinguishers, emergency kill-switches, and other emergency response equipment. Instructors may also include basic first aid and use of an AED if such training is appropriate for a particular class.

13.11 Stress Importance of Safety in Course Outlines/Syllabi

A. Course outlines/syllabi for all high-risk instructional programs shall indicate that safety is part of the student’s grade and shall also indicate where safety standards originate, such as professional organizations and governing bodies.

13.12 Include a Listing of All Safety Equipment in Course Outline/Syllabi

A. Course outlines/syllabi for high-risk instructional programs shall list requirements for the use of safety equipment and Personal Protective Equipment (PPE) and shall also detail which equipment is required and which equipment is recommended but not required.

13.13 Labs Shall be Clean and Organized and Display Safety Signage

A. All labs shall be kept organized, neat, and clean.

B. Appropriate safety signage shall be displayed.

13.14 Require Equipment Inspections

A. Instructors for all high-risk instructional programs shall inspect equipment before and during each semester to detect problems and ensure the safe use of equipment.

B. Instructors shall follow guidelines for inspections from equipment manufacturers as well as relevant industry standards.

C. Documentation of inspections shall be kept in order to track the timing of inspections and necessary maintenance.

13.15 Enforce Practices Written in Course Syllabi

A. Instructors for all high-risk instructional programs shall enforce practices written in the syllabi.

14.1 Fire Safety and Prevention Responsibilities

A. Faculty, staff, and students are responsible for understanding the hazards involved with their occupation and/or educational program. They must be familiar with all safety precautions, location and use of fire protection and safety equipment, know the emergency evacuation plan for their area and demonstrate knowledge of the evacuation plan.

14.2 Official Inspections/Pre-Fire Planning

A. Facilities and fire protection systems are inspected and/or tested periodically by members of the Facilities Department, Department of Police, Safety, and Security, as well as the State Fire Marshal’s Office.

B. Local fire and rescue department personnel may also conduct pre-fire planning visits to any campus and/or educational site to familiarize themselves with and plan for fire protection and extinguishment operations before an emergency occurs.

14.3 Self-Inspections

A. Safety is everyone’s responsibility. Formal leadership and all faculty and staff should periodically conduct a self-inspection of their work area(s). Self-inspections may also be conducted by Building Managers/Floor-Zone Coordinators; however, there is reason that individuals cannot conduct self-inspections of their work and educational areas and report their findings to their supervisor.

14.4 Prohibited Items

A. The following items are prohibited on campus (not applicable to approved instructional devices/equipment):

a. Burning candles and incense
b. Open flames
c. Open or exposed heating coils (i.e., hot plates)

14.5 Smoking

A. Virginia Peninsula Community College is committed to providing a safe, healthful, and pleasant learning and working environment. In accord with the Virginia Clean Air Act, smoking is prohibited in all College facilities including, covered walkways, temporary enclosed structures, trailers and tents, and structures placed on state-owned property by contractors or vendors within 25 feet of entrances and air intakes.

B. In accordance with Executive Order 41 (2006), smoking is also prohibited in state vehicles.

C. The use of electronic cigarettes and/or other vaping devices shall be classified under the same guidelines as the use of all tobacco products.

D. Receptacles for cigarette disposal will be placed in these designated areas for use by smokers.

E. All smoking materials must be completely extinguished and properly discarded in smoking/cigarette receptacles.

F. It is the responsibility of the college community to ensure that fire and life safety and smoking procedures and expectations are shared with guests, service providers, and/or contractors.

G. The Department of Police, Safety, and Security is responsible for the lawful enforcement of the Virginia Indoor Clear Air Act in accordance with the Code of Virginia.

H. Students, faculty, staff, and/or guests may be appropriately disciplined in accordance with the appropriate policies, procedures, guidelines, and/or state statute, which may include, but not be limited to issuance of a warning, dismissal of the student or employee, and/or the issuance Virginia Uniformed Summons, which may include a fine, court costs, and/or legal fees, which shall be the responsibility of the summoned individual.

I. These procedures apply even in the absence of signs prohibiting eating, drinking, or smoking.

14.6 General Fire Safety

A. The following are general fire safety practices that should be undertaken by all faculty, staff, students, and guests of the college:

a. Smoke in only designated areas
b. Completely extinguish and appropriately discard smoking materials
c. Do not overload electrical outlets
d. Do not overload multi-plugs
e. Do not use extension cords or surge protectors in accordance with recommendations
f. Charge lithium-ion batteries in accordance with manufacturer recommendations
g. Empty trash receptacles when full
h. Do not mix chemicals without proper training or awareness of reactions
i. Turn off all gases when not in use
j. Store flammable and combustible items in flammable cabinets
k. Do not store materials in access and egress areas
l. Do not place items in egress areas i.e., hallways, corridors, stairwells, etc.
m. Do not store items under stairways
n. Do not block exits
o. Do not prop open doors
p. Check fire extinguishers (charge/discharged and date of inspection)
q. Do not block standpipe connections
r. Do not stack items closure than 18-inches from the ceiling
s. Do not impede sprinkler heads or sprinkler components – do not erect or cause to place temporary or permanent walls, hangings, partitions, and/or any other structure that may impede the operation of sprinkler heads
t. Do not park in fire lanes
u. Ensure that people understand that fire lanes exist in grassy areas and sidewalks (impervious surfaces)
v. Do not block fire hydrants – maintain a minimum perimeter of 25-feet around fire hydrants.
w. Do not block Fire Department Connections (FDC) – maintain a minimum perimeter of 25-feet around FDCs.
x. Flowers and shrubs shall not impede the visibility of, access to, or the operation of fire hydrants, FDCs, inspector test valves, and/or fire pump discharges.
y. Do not lock doors preventing egress
z. Do not block fire alarms (horns and strobes)
aa. Ensure that panic hardware is properly attached and functioning
bb. Know the location of stairs and do not use elevators in a fire or during a fire alarm
cc. Do not park in fire lanes including impervious surfaces around buildings that serve as fire lanes
dd. Know the location and reasons why areas of refuge exists, even in fire situations (not everyone can be rapidly evacuated)
ee. Know the location and operation of stair chairs and other egress aids for functional needs students, faculty, staff, and guests
ff. The best way to avoid a fire is to do your part to prevent a fire from occurring and ensuring that appropriate access to buildings and building fire suppression systems, as well as pedestrian egress from buildings is protected.

15.1 Mechanical Rooms and Roofs

A. Only authorized personnel are allowed access to mechanical equipment rooms and roofs of college buildings. Authorized personnel include Facility Services staff, equipment service personnel, and the Safety Officer.

B. Fires and accidents in mechanical areas are most often caused by spontaneous combustion of materials stored in the vicinity of heating plants, or the development of excessive heat due to improper ventilation. For this reason, mechanical rooms should be kept clean at all times and will not be used as storage areas.

C. Doors leading to mechanical rooms and roofs will be kept locked and roof access panels will be kept secured at all times.

15.2 Building Common Areas

A. Running inside college buildings is not permitted. The wearing of suitable footwear (shoes, sneakers, sandals, etc.) inside college buildings is required. The riding of bicycles, skateboards, roller skates, scooters, and similar devices inside college buildings is not permitted.

B. Floor surfaces should be kept in good repair and circulation areas will be kept clear of obstructions that could impede the flow of pedestrian traffic or otherwise create a hazard.

C. Mats, grates, or other suitable nonskid materials should be used in locations where the walking areas can become wet.

15.3 Construction Areas

A. Construction areas will be designated by cones, caution tape, barricades, fencing, walls, or otherwise isolated from general access and pedestrian circulation or vehicular traffic. Warning signs will be erected as appropriate. To the extent possible, all construction will be accomplished at off-hours or during semester breaks. The Safety Officer will be notified two (2) weeks in advance of all construction/maintenance projects to ensure safety oversight and included in preconstruction meetings.

16.1 College Licensed, Non-licensed Vehicle, Equipment and Trailer Safety and Operations Vehicle Safety Guidelines and Procedures

A. Licensed Vehicles are those with state license plates and/or registration, including vessels.

B. Unlicensed vehicles are those vehicles that do not require state license plates or registration to operate i.e., forklifts, lawn mowers, golf carts, Gators, Polaris, etc.

C. Trailers are nonmotorized, nonautomotive vehicles designed to be towed or hauled by another motorized, automotive vehicle.

D. All employees requesting to operate a state and/or college owned/leased vehicle (licensed, non-licensed, and/or tow state or college owned/leased trailers shall review and adhere to all college safety requirements, guidelines, and/or procedures for licensed, non-licensed, and/or trailer requests and operations.

E. All persons requesting to operate a state and/or college owned/leased vehicle (licensed, non-licensed, and/or tow state or college owned/leased trailers shall successfully complete the appropriate level(s) of required training for the type of vehicle or trailer they will have requested to operate and/or tow.

F. Facility Services may require employees to operate specialized licensed and non-licensed vehicles, equipment, and/or trailers i.e., forklifts, manlifts, cranes, dump trailers, commercial law maintenance equipment, etc. Facility Services shall be responsible for ensuring that the appropriate training and certification requirements are completed and maintained by all personnel authorized and/or required to operate specialized vehicles, equipment, and/or trailers.

16.2 College Vehicle/Trailer Operator Licensing/Driving Record Requirements

A. Vehicle/trailer operators shall be employees of Virginia Peninsula Community College and/or authorized current students of the College.

B. All employees/students requesting to operate a state and/or college owned/leased vehicle/trailer must have and present a valid Virginia Operator’s (Driver’s) License with not more than 3-demerit points. Employees with more than 3-demerit points on their driving record, may be required to provide proof of successful completion of a driver improvement or defensive driving course prior to being authorized to operate a state and/or college owned/leased vehicle. The College will also review, on a case-by-case basis, previous pertinent convictions of violations of law related to an individual’s driving privileges including, but not limited to moving violations, revocations, suspensions, driving/operating under the influence, reckless driving/operation, and/or other pertinent vehicle related convictions. This review is not limited to motor vehicles, and may include convictions associated with vessels, and/or non-licensed vehicles i.e., utility vehicles, golf carts, etc.

C. The College participates in the Department of Motor Vehicles (DMV) Driver Alert and Driver Alert Plus programs. Driver Alert notifies the College if authorized operators of college or state owned/leased vehicles and trailers are exhibiting unsafe driving habits.

D. Driver Alert and Driver Alert Plus allows the College to request and receive a copy of employee driving records, as well as receipt of immediate alerts for moving violation convictions, drivers who accumulate seven adverse (demerit/negative) points within a calendar year, suspensions, revocations, disqualifications, reckless driving or driving while intoxicated convictions for those employees authorized to operate college and/or state owned/leased vehicles and/or trailers.

E. The Director of Safety and Security and the Agency Transportation Officer (Hampton Campus) or their approved designee will review Driver’s Licenses and/or Driving Record Transcripts and shall have access to authorized college and/or state owned/leased vehicle/trailer operator and driving records and/or violation alerts.
16.3 College Vehicle/Trailer Request and Operations

Pool vehicle, high occupancy passenger vehicle, non-licensed vehicle, and/or trailer requests, operations, storage, and maintenance procedures are referenced as linked appendices to this manual.

16.4 General Vehicle/Trailer Safety Guidelines and Procedures

A. The proper operation of vehicles/trailers is required of all employees, contractors and/or students who utilize them on campus, educational sites, and/or in the completion of their role and/or responsibilities.

B. Vehicles/trailers must be operated in accordance with the statutes established by the Code of Virginia, as well as the local ordinances established by each locality within which the College owns/leases, and/or controls property, as well as colleges rules, policies, guidelines, and/or procedures.

C. Licensed vehicles may be operated where it is safe to do so and with due regard for life and property in accordance with applicable regulations, laws, policies, and/or procedures.

D. Trailers may be towed where it is safe to do so and with due regard for life and property in accordance with applicable regulations, laws, policies, and/or procedures.

E. Unlicensed vehicles may be operated on college owned roadways, pedestrian sidewalks and/or walking paths in a defensive manner with due regard for all vehicular traffic, pedestrian, and/or wildlife traffic, and always moving over to yield/provide the right-of-way to licensed vehicles, pedestrians, and wildlife. Licensed vehicles and pedestrians ALWAYS have the right of way.

F. Avoid driving in close proximity to individuals with access and/or physical disabilities, service animals, and/or other assistive or mobility devices.

G. Extreme caution shall be exercised when approaching and/or overtaking pedestrians and/or other vehicles from behind. The vehicle operator should use some method of warning (voice, audible vehicle or other sounds) to alert pedestrians when approaching from the back.

H. Department of Police, Safety, and Security and their contractor unlicensed vehicles may request the right-of-way from pedestrians when responding to calls for service.

I. Safe vehicle occupancy is limited to one person per seating position in/on the vehicle.

J. Vehicles shall not be moved until all persons are properly seated in a designated seat, secured with appropriate safety restraints, as applicable, and all cargo is appropriately stowed and secured in/on the vehicle.

K. No standing in any vehicle during vehicle operations.

L. Trailers shall not be towed with people on and/or inside of the trailer while the trailer is moving.

M. All Vehicles/trailers legally operating on campus, state, and/or local roadways shall not operate in excess of the posted speed limit, and shall be operated/towed with due regard.

N. All vehicles shall obey traffic markings, signage, and signals. Department of Police, Safety, and Security vehicles may be operated in excess of speed limits, and in opposition to traffic markings, signage, and signals in the performance of their duties and in accordance with Department policies and procedures.

O. All vehicles operating on pedestrian sidewalks and/or walking paths shall operate at a safe speed. Safe speed implies a speed which always ensures safety and comfort with regard to pedestrians. Vehicles should be operated at speeds only slightly faster than walking speed when in the vicinity of pedestrians.

P. Hands free electronic device capabilities shall be utilized in accordance with state statute and/or state policies and procedures.

Q. All vehicles and trailers operated between sunset and sunrise must have all installed lights working and illuminated during operation.

R. Charging of electric and/or fueling of gas-powered golf carts shall be done in a well- ventilated area away from any ignition source and only inside buildings designated for such use.

S. All vehicles/trailers shall be lawfully parked when not in operation and not blocking reserved parking spaces, handicap spaces, areas that restrict access to emergency equipment, on sidewalks, or near exit points of buildings.

T. Hand signals must be used to indicate turns if directional signals are not installed.

U. Vehicles shall not be driven/operated into and/or through buildings that are not designed to accommodate vehicle operations (i.e. floor type, length, width, height, properly ventilated or capability to properly ventilate, etc.).

V. Vehicles must be secured against theft when not in use.

W. Do not leave keys in unattended vehicles. (not applicable to vehicles assigned to the Department of Police, Safety, and Security).

X. Never leave vehicles running unattended (not applicable to vehicles assigned to the Department of Police, Safety, and Security).

Y. Modifications to vehicles/trailers are to only be performed by Facility Services Department personnel, and/or other authorized persons or vendors as authorized and coordinated by the Facilities Services Director, Chief of Police, or Director of Safety and Security.

17.1 Hearing Conservation and Safety

A. The College will take all reasonable precautions to recommend and/or provide, as appropriate measures and/or equipment to prevent noise-induced hearing loss in employees who are regularly exposed to high levels of noise in the course of their work in accordance with the requirements of the Virginia Occupational Safety and Health (VOSH) program administered by the Virginia Department of Labor and Industry under standard 1910.95.

17.2 Hearing Conservation Coordinator

A. The Director of Facilities Services, in collaboration with the Human Resources Director shall serve as the Hearing Conservation Coordinators, and shall:

a. Administer this program in accordance with the Virginia Occupational Safety and Health (VOSH) 1910.95 standard.
b. Develop and deliver hearing conservation training and instructional programs.
c. Provide technical assistance in the selection and application of control measures.
d. Provide technical assistance in determining the need for hearing protectors and in the selection of hearing protectors.
e. Monitor employee exposure to noise in the workplace and provide employees with monitoring results, as determined necessary and appropriate.
f. Maintain personnel records related to hearing conservation, as necessary and appropriate.
g. Evaluate the hearing conservation process at least annually and revise this program as necessary to ensure the requirements of the VOSH standard 1910.95 are met.

17.3 Supervisor Responsibilities

A. Supervisors shall:

a. Identify employees who perform tasks that may require the use of hearing protectors.
b. Notify the Hearing Conservation Coordinator(s) when an employee is hired into a position requiring the use of hearing protectors.
c. Notify the Hearing Conservation Coordinator(s) of any changes in workplace conditions that may result in the need for hearing protectors or the discontinuance of hearing protectors.
d. Notify the Hearing Conservation Coordinator(s) when an employee who wears hearing protectors leaves the College or changes jobs within the College and is no longer required to wear hearing protectors.
e. Purchase appropriate hearing protectors as recommended by the Hearing Conservation Coordinator(s).
f. Ensure an appropriate supply of hearing protectors is maintained and available for employee use.
g. Require employees to wear hearing protectors during conditions that require such use.
h. Post a copy of the VOSH 1910.95 standard in the workplace, this may be accomplished via the inter or intranet.
i. Post warnings in areas, where hearing protectors are required.
j. Attend training and demonstrate understanding of the training material.

17.4 Employee Responsibilities

A. Employees Shall:

a. Use hearing protectors during conditions that require such use.
b. Use and maintain hearing protectors in a manner that complies with his/her instruction and training.
c. Inform his/her supervisor of any personal health problems that could be aggravated by the use of hearing protectors.
d. Promptly request replacement of any damaged and/or lost hearing protectors.
e. Never enter areas requiring hearing protectors without properly wearing hearing protectors.
f. Attend training and demonstrate understanding of the training material.

17.5 Training Program

A. The Hearing Conservation Coordinator and/or their designee shall conduct training for employees exposed to noise at or above an 8-hour (TWA) of 85 dB.

B. Supervisors shall contact the Hearing Conservation Coordinator to arrange for training of their employees.

C. Employees shall demonstrate understanding of the training by successfully completing a written test with a score of 70 percent or better.

D. An employee who does not successfully complete the written test shall attend a personal training session that focuses on the aspects of the training not understood by the employee.

E. The training shall cover at minimum the following:

a. The effects of noise on hearing.
b. The purpose of hearing protectors, the advantages, disadvantages, and attenuation of various types, and instruction on selection, fitting, use and care
c. The purpose of audiometric testing, and an explanation of the test procedures, as determined necessary and/or appropriate.
d. Employee responsibilities as they pertain to this program.
e. The Hearing Conservation Coordinator shall make copies of the VOSH standard. 1910.95 and this program available to employees, their supervisors and their representatives.

17.6 Record Keeping

A. The Human Resources Department shall maintain written information regarding employee exposure monitoring, audiometric tests and other related medical evaluations and training.
B. The records shall be kept in the Department of Human Resources and shall be made available in a reasonable time, place and manner upon request from an employee, former employee, or the employee’s legally authorized representative.

C. The following records shall be retained for at least two years:

a. Employee noise exposure monitoring results.
b. Calibration Records for monitoring equipment, as applicable. If the College contracts this process/procedure, a record of the contract and all information provided by the contractor.

D. Audiometric testing records shall be retained indefinitely.

E. Records obtained from an employee’s previous employer shall also be retained indefinitely regardless of whether or not the employee was placed in this program during their period of employment at Virginia Peninsula Community College.

F. Audiometric testing records shall include:

a. Name, age, gender, social security number and job classification of employee
b. Employees most recent noise exposure assessment
c. Date and time of audiogram
d. Name and credentials of audiometric technician
e. Audiometer make, model, serial number, and date of last acoustic or exhaustive calibration
f. Measurements of the background sound pressure levels in audiometric test rooms
g. Name and credentials of CAOHC-certified technicians, audiologists or physicians that review audiograms
h. Reviewer’s follow-up recommendations
i. Documentation of employee’s written notification of Standard Threshold Shift (STS).

G. Training Records:

a. Outline of annual training program content
b. Training attendance rosters

H. Program Evaluation Records:

a. Record of proposed changes and/or additions to this program

I. Records management/retention may be in an electronic format.

18.1 Responsibilities

A. The Facilities Services Department will:

a. Collaborate with the Director of the Department of Police, Safety, and Security to oversee the College’s Confined Space Program
b. In cooperation with the appropriate department(s), assist in the identification of confined spaces.
c. In cooperation with the appropriate department(s), assist in the evaluation of confined space hazards.
d. In the event of a disagreement in classifying a confined space, be the final authority in determining which confined spaces will be designated as permit-required confined spaces.
e. After designation of a permit-required confined space, the space should be titled and numbered in sequential order (i.e., Hastings Hall, CS 1). This will allow for the cataloging of all designated permit-required confined spaces with a brief description of the address, building, access/egress and potential hazards that can be provided to emergency responders and conveyed to 9-1-1 dispatchers.
f. Post danger signs on permit spaces.
g. Maintain records in accordance with this program.
h. Coordinate and supervise annual training of all employees involved in confined space work.
i. Oversee and spot check entry conditions and ensure hazards are properly controlled.
j. Designate entry supervisors and arrange training to certify persons for the position.
k. Provide pre-entry notification to the appropriate locality (Authority Having Jurisdiction – AHJ) Fire and Rescue Department for provision of confined space rescue services.
l. To the extent possible, invite the AHJ Fire and Rescue Department to visualize the site/location of the confined space prior 24-48 hours prior to scheduled entry.
m. Ensure testing equipment is calibrated according to the manufacturer’s recommended calibration schedule.
n. Review terminated entry permits and debriefs from permit-required confined space entries.
o. Review and update this program as necessary.

B. The Department will:

a. Identify, in writing to the Facility Services Department, employees authorized to work in confined spaces
b. Ensure all employees involved in confined space work attend initial training and annual refresher training
c. Maintain The College’s and contractor’s terminated entry permits for review by the Facility Services Department
d. In cooperation with the Facility Services Department, assist in the identification of confined spaces
e. In cooperation with the Facility Services Department, assist in the evaluation of confined space hazards
f. Notify the Facility Services Department when work is being conducted in a permit-required confined space
g. Ensure the proper equipment (PPE, testing, retrieval, etc.) is available for employees working in permit-required confined spaces
h. Coordinate with contractors as specified in this program

C. The Entry Supervisor will:

a. Attend initial training and annual refresher training
b. Ensure that all entrants and attendants have received training prior to assigning duties in permitted spaces
c. Ensure that the appropriate information is included on the entry permit
d. Ensure all tests specified by the permit have been conducted
e. Ensure that all procedures and equipment specified by the permit are in place before endorsing the permit and allowing entry to begin
f. Terminate entries and cancel the permit when either the entry operations have been completed or a condition that is not allowed under the entry permit arises
g. Remove unauthorized entrants
h. Verify that rescue services are available and that the means for summoning them are operable
i. Ensure that entry operations remain consistent with terms of the entry permit and that acceptable entry condition are maintained whenever there is a transfer of responsibility for a permit-required confined space entry operation
j. Calibrate testing equipment prior to entry in a permit-required confined space
k. Complete and Entry Debrief Form at the end of each permit-required confined space entry.

D. The Attendant will:

a. Attend initial training and annual refresher training
b. Continuously maintain an accurate count of entrants in the permit-required confined space
c. Ensure that the means used to identify authorized entrants accurately identifies who is in the permit-required confined space
d. Remain outside the permit-required confined space during entry operations until relieved by another attendant
e. Communicate with authorized entrants as necessary to monitor entrant status and to alert entrants of the need to evacuate the space
f. Monitor activities inside and outside the space to determine if it is safe for entrants to remain in the space
g. Summon rescue and other emergency services as soon as it is determined that the entrant needs assistance to escape from the space
h. Warn unauthorized persons to stay away from the permit-required confined space
i. Advise unauthorized persons to exit immediately if they have entered the permit-required confined space
j. Inform the entrant and entry supervisor if unauthorized persons have entered the permit- required confined space
k. Perform non-entry rescues
l. Perform no duty that might interfere with their primary duty of monitoring and protecting the entrants

E. The Entrant will:

a. Attend initial training and annual refresher training
b. Maintain communication with the attendant as necessary during a permit entry
c. Alert the attendant when a dangerous or prohibited condition exist
d. Evacuate a permit-required confined space when ordered to do so by the entry supervisor or attendant
e. Review work procedures, that will take place in a non-permit required confined space, with the entry supervisor before entry
f. Properly use assigned PPE

F. The Contractor working in a College permit-required confined space will:

a. Request written information from the department regarding permit-required confined space hazards in and about their intended work area and provide the department written acknowledgment of the information provided
b. Coordinate entry operations with the department when they are working with College employees in or near permit-required confined spaces
c. Inform the department of the provisions of the permit-required confined space program that they will follow
d. Inform the department of any hazards that they will confront or create in the permit-required confined space
e. Provide the department with a copy of all entry permits the contractor issues

18.2 Definitions

A. Acceptable entry conditions means the conditions that must exist in a confined space to allow entry to and ensure that employees involved with confined space entry can safely enter into and work within the space.

B. Attendant means an individual stationed immediately outside one or more permit-required confined spaces who monitors the authorized entrants and who performs all attendant’s duties assigned in this program.

C. Authorized entrant means an employee who is authorized by the Facility Services Department to enter a permit-required confined space.

D. Combustible dust means solid particles that if in sufficient concentration will ignite and burn rapidly.

E. Confined space means a space that meets the following criteria:

a. Is large enough and so configured that an employee can bodily enter and perform assigned work; and
b. Has limited or restricted means for entry or exit; and
c. Is not designed for continuous employee occupancy
d. Examples of confined spaces include boilers, storage tanks, sewer manhole, electrical manholes, crawl spaces, ventilation and exhaust ducts, pits, vats, vessels, vaults, pump or lift stations, septic tanks, pipelines, tunnels, elevator pits, trenches and excavations.

F. Control measures means a system or device used, or action taken, to control or prevent the introduction of physical or chemical hazards into a confined space. Control measures include:

G. Blanking or blinding means the absolute closure of a pipe, line or duct by the fastening of a solid plate (such as a spectacle blind or a skillet blind) that completely covers the bore and that is capable of withstanding the maximum pressure of the pipe, line or duct with no leakage beyond the plate.

H. Double block and bleed means the closure of a line, duct or pipe by closing and locking or tagging two in-line valves and by opening and locking or tagging a drain or vent valve in the line between the two closed valves.

I. Inerting means the displacement of the atmosphere in a permit-required confined space by a noncombustible gas to such an extent that the resulting atmosphere is noncombustible. Note: inerting creates an oxygen deficient atmosphere.

J. Isolation means the process by which a permit-required confined space is removed from service and completely protected against the release of energy and material into the space by such means as blanking or blinding, misaligning or removing sections of lines, pipes, or ducts; a double block and bleed system; lockout or tagout of all sources of energy; or blocking or disconnecting all mechanical linkages.

K. Line breaking means the intentional opening of a pipe, line or duct that is or has been carrying flammable, corrosive or toxic material, an inert gas, or any fluid at a volume, pressure, or temperature capable of causing injury.

L. Lockout / tagout means placing locks or tags on the energy isolating device to prevent the unauthorized re-energizing of the device or circuit while work is being performed by personnel.

M. Zero mechanical state means that the mechanical potential energy of all portions of the machine or equipment is set so that the opening of the pipe(s), tube(s), hose(s) or actuation of any valve, lever, or button will not produce a movement which could cause injury.

N. Department means any College department/unit that performs work in a confined space or permit-required confined space.

O. Emergency means any occurrence (including any failure of hazard control or monitoring equipment) or event internal or external to the permit-required confined space that could endanger entrants.

P. Employee means any person hired by the College as full or part-time personnel, including administrators, faculty, staff, students and work study students.

Q. Engulfment means the surrounding and effective capture of a person by a liquid or finely divided (flowable) solid substance that can be aspirated to cause death by filling or plugging the respiratory system or that can exert enough force on the body to cause death by strangulation, constriction, or crushing.

R. Entrant means any employee who enters a confined space.

S. Entry means the action by which a person passes through an opening into a permit-required confined space. Entry includes ensuing work activities in that space and is considered to have occurred as soon as any part of the entrant’s body breaks the plane of an opening into the space.

T. Entry permit (permit) means the written or printed document that is provided by the company to allow and control entry into a permit-required confined space.

U. Entry Supervisor means an employee from the Facility Services Department(Facility Services Department), or their designate, responsible for determining if acceptable entry conditions are present at a permit-required confined space where entry is planned, for authorizing entry and overseeing entry operations, and for terminating entry as necessary.

a. Note: An entry supervisor may also be an employee from a department other than the Facility Services Department who has received advanced training, and authorization from the Facility Services Department to be an entry supervisor. An entry supervisor may act as an authorized entrant, as long as that person is trained for such role he or she fills. Also, the duties of entry supervisor may be passed from one individual to another during the course of an entry operation.

V. Ground-fault circuit-interrupter is a device designed to disconnect an electric circuit when it seeks ground through a person or grounded object, thus preventing electric shock and fires.

W. Hazardous Atmosphere means an atmosphere that may expose employees to the risk of death, incapacitation, impairment of ability to self-rescue (that is escape unaided from a permit-required confined space), injury or acute illness from one or more of the following causes:

a. An oxygen deficient atmosphere containing less than 19.5% oxygen by volume or an oxygen enriched atmosphere containing more than 23.5% oxygen by volume.
b. A flammable gas, vapor, or mist in excess of 10% of its lower flammable limit (LFL) or lower explosive limit (LEL). A hazardous atmosphere of airborne combustible dust.
c. Having a concentration of any toxic substance above the VOSH permissible exposure limit (PEL) or the ACGIH threshold limit value (TLV).
d. Any other atmospheric condition that is immediately dangerous to life or health.

X. Hot work permit (welding and flame permit) means the College’s written authorization to perform operations (for example, riveting, welding, cutting, burning and heating) capable of providing a source of ignition. This does not apply to welding education programs.

Y. Immediately Dangerous to Life or Health (IDLH) means any condition that poses an immediate or delayed threat to life or that would cause irreversible adverse health effects or that would interfere with an individual’s ability to escape unaided from a permit-required confined space.
Z. Non-permit confined space means a confined space that does not contain or, with respect to atmospheric hazards, have the potential to contain any hazard capable of causing death or serious physical harm.

AA. Permit-required confined space means a confined space that:

a. Has limited or restricted means of exit and contains or has the potential to contain a hazardous atmosphere or a potential for engulfment, and is not intended for continuous employee occupancy; and/or
b. Has an internal configuration such that an entrant could be trapped or asphyxiated by inwardly converging walls or by a floor which slopes downward and tapers to a small cross section, or contains any other recognized serious safety and health hazard.

BB. Purge means to clear a substance from the object that it is contained in; for example purging an explosive atmosphere from a tank so that work can be performed safely in the tank.

CC. Qualified person means an entry supervisor who is trained to recognize and evaluate the anticipated hazard(s) of the confined space and who shall be capable of specifying necessary control measures to assure worker safety.

DD. Rescue team means those persons designated by the Facility Services Department prior to any permit-required confined space entry to perform rescues from confined spaces.

EE. Retrieval System means the equipment used for non-entry rescue of persons from permit-required confined spaces, and includes retrieval lines, chest or full body harness, and a lifting device or anchor. A retrieval line is primarily used in vertical confined spaces, and shall not be used in confined spaces consisting of horizontal tunnels or spaces where obstructions could increase the hazard to the entrant during emergency non-entry removal.

FF. Testing means the process by which the hazards that may confront entrants to a permit-required confined space are identified and evaluated. Testing includes specifying the tests that are to be performed in the permit-required confined space.

GG. College means Virginia Peninsula Community College.

HH. VOSH means Virginia Occupational Safety and Health which is the state-run occupational safety and health program operated by the Virginia Department of Labor and Industry.

18.3 Introduction

A. This program is designed to implement practices and procedures that will protect employees from hazards that may exist in permit-required confined spaces by:

a. The survey, inventory and evaluation of the workplace to determine if any spaces are permit- required confined spaces.
b. Posting appropriate signs and providing training to employees so that they recognize and will not enter permit-required confined spaces unless authorized.
c. Training employees who will enter permit-required confined spaces.
d. Developing written entry practices and procedures, and by establishing atmospheric testing requirements.
e. Implementing a permit system to control and monitor entry into permit-required confined spaces.
f. This program is designed to comply with the Virginia Occupational Safety and Health (VOSH) standard 1910.146. All College employees assigned to work in confined spaces will be affected by this program. The Facility Services Department, in cooperation with other College departments, will inventory and evaluate College confined spaces to determine if any of the spaces are permit-required confined spaces.

18.4 Training

A. All College employees involved in confined space entry work shall be trained and become proficient in the knowledge and skills necessary for the safe performances of their assigned duties.

a. training will include, but is not limited to:
b. hazard recognition
c. personal protective equipment (PPE)
d. safety equipment
e. communications equipment
f. procedures for calling rescue services
g. proper use of rescue equipment.

B. Training shall be performed before the employee is assigned duties in confined spaces.

C. Retraining shall be conducted at least annually and whenever either the Department or the Facility Services Department has reason to believe that there are deviations from the permit-required confined space entry procedures required by this document or that there are inadequacies in the employee’s knowledge or use of those procedures.

D. Training will be conducted under the coordination and supervision of the Facility Services Department.

E. Training records will be maintained by the Facility Services Department and shall include the date(s) of the training program, the instructor(s) name(s) and signature(s), a description of the material presented, and the names, signatures, social security numbers and departments of the employees who were trained.
F. All employees involved in entry into confined spaces shall receive appropriate training which shall include, at a minimum:

a. The requirements of VOSH standard 1910.146

b. The requirements of this program and the conditions that must be met for entry into a confined space.
c. The identity of confined spaces and permit-required confined spaces within the boundaries of the College.
d. The means of marking and identifying permit-required confined spaces within the boundaries of the College.
e. The conditions or work practices that may produce a hazard in a non-permit confined space that may require the space to be reevaluated by the entry supervisor prior to entry.
f. Hazard recognition, including information on the mode, signs and symptoms, and consequences of an exposure..
g. The use of PPE and non-entry rescue equipment.
h. The use of atmosphere testing (monitoring) equipment.
i. The use of hazard control measures (e.g., ventilation, isolation).
j. Entry procedures and precautions to include:
k. Maintaining communication with the attendant as necessary to enable the attendant to monitor entrant status and to enable the attendant to alert entrants of the need to evacuate the space; alerting the attendant whenever warning signs or symptoms of exposure to a dangerous situation exist, or a prohibited condition exists.
l. Requirements to evacuate whenever so ordered by the entry supervisor or attendant, whenever a dangerous or prohibited condition is recognized or an evacuation alarm is activated.
m. Emergency and non-entry rescue methods (including hands-on rehearsal of such methods), and procedures for calling rescue services.
i. The entry supervisor shall receive the training detailed above plus any additional training required to evaluate confined space hazards and complete entry permits.

G. Training and Duties of Rescue and Emergency Services

a. Rescue services will be provided by the City of Norfolk Fire Department. Rescue workers shall, through their own organization, receive appropriate training in confined space rescue. Rescue workers will be invited to attend our training and review our confined space entry program.

18.5 Contractor Awareness, Duties and Responsibilities

A. When a department arranges to have employees of another employer perform work that involves permit-required confined space entry, the department shall:

a. Inform the contractor in writing that the workplace contains permit-required confined spaces and that permit-required confined space entry is allowed only through compliance with a permit-required confined space program meeting the requirements set forth by VOSH.
b. Inform the contractor in writing of the elements, including the hazard(s) identified and the College’s experience with the space, that qualify the space as permit-required confined space.
c. Inform the contractor in writing of any precautions or procedures that the College has implemented for the protection of employees in or near the permit-required confined space where contractor personnel will be working.
d. Obtain written acknowledgment from the contractor that he/she has been informed about the items listed above.
e. Coordinate entry operations with the contractor when both College personnel and contractor personnel will be working in or near permit-required confined spaces.
f. Debrief the contractor’s entry personnel at the conclusion of each entry on the permit-required confined space entry program used, any suggestions for improving the program, and any hazards confronted or created during entry. A written record of each debrief shall be maintained and attached to the canceled entry permit. A blank copy of an Entry Debrief Form is provided in the appendix section of this manual.

B. All records associated with the above section shall be maintained as part of the permanent record with the terminated entry permit(s). The responsibilities of contractors who will perform work requiring permit-required confined space entry are in the “Responsibilities” section of this program.

18.6 Identification of Permit-required confined spaces

A. A survey of the College will be conducted by the Facility Services Department in cooperation with the departments to identify, inventory and assess all potential permit-required confined spaces. The inventory will be maintained and update as needed. It shall include an assessment of the hazard(s) associated with each permit-required confined space. The inventory will be maintained by the Facility Services Department.

B. A permit-required confined space which could be inadvertently entered will be labeled as a permit- required confined space. Obvious permit-required confined spaces, such as manhole, or non- permit-required confined spaces will not be labeled. The signs will read as follows:

a. DANGER PERMIT-REQUIRED CONFINED SPACE DO NOT ENTER

18.7 Entry Related Work Activities

A. Atmospheric Testing

a. The atmosphere in all permit-required confined spaces shall be tested for oxygen concentration, combustible gases, and any known or suspected toxic substances (in that order) prior to entry. Properly calibrated testing equipment, such as a multi-gas meter, shall be used. All testing equipment shall be calibrated according to the manufacturer’s recommended calibration schedule. Testing equipment shall also be calibrated and field checked by the entry supervisor prior to entering a permit-required confined space. Copies of calibration records will be maintained by the Facility Services Department.

b. Initial testing will be conducted from outside the space and shall be performed when possible at various levels within the space, such as at the top, middle and bottom of the space, and around conduits, pipes, or cables, etc. Results of the testing shall be recorded on the entry permit. Testing results which would render a space unacceptable for entry include:

c. Oxygen levels less than 19.5% or greater than 23.5%;

d. Combustible gas present at greater than 10% of its lower explosive limit (LEL)
e. Toxic substance in excess of a VOSH or American Conference of Governmental Industrial Hygienists (ACGIH) limit where exposure could result in death, acute illness, or impairment of ability to self rescue;
f. If an airborne combustible dust obscures vision to five feet or less or;
g. If any atmospheric condition recognized as immediately dangerous to life or health (IDLH) is present.
h. If atmospheric conditions are unacceptable, the entry supervisor shall prohibit entry until conditions are brought into acceptable limits by purging, cleaning and/or ventilating the space, or appropriate respiratory equipment is worn. The respiratory protection proposed for the entry must be approved by the Facility Services Department. Re-testing of the space shall be done after purging of the space before entry is allowed.
i. When conducting atmospheric testing the following conditions must be met:
j. Testing shall be repeated at least hourly or more often depending upon the conditions present in or around the space.
k. Continuous air monitoring with a testing device capable of measuring multiple gases shall be performed if the potential for a hazardous atmosphere exists.
l. Testing must be performed within 15 minutes of entry. Re-tests shall be performed any time the space has been vacated for more than 15 minutes.
m. All atmospheric test results must be recorded on the entry permit.
n. At least one entrant in every entry shall wear a personal gas monitor with audible and visual alarms that can measure at least oxygen, lower explosive limit, carbon monoxide and additional toxic gases if the possibility for their presence exists.

B. Isolation

a. Electrical and mechanical sources in a confined space that could be hazardous shall be tagged and locked out at the source by each individual or group prior to entry. Belt and chain drives and mechanical linkages on shaft-driven equipment will be disconnected when possible. Mechanical moving parts within a confined space will be secured with latches, chains, chocks, blocks, or other devices. All pumps or line which convey flammable, injurious, toxic or oxygen displacing gases into a confined space shall be disconnected or shall be effectively isolated to prevent the introduction of a hazard into the space.

C. Ventilation

a. Continuous forced mechanical ventilation shall be used in all permit-required confined spaces that contain a known or potential hazardous atmosphere.
b. Mechanical ventilation must be used regardless of initial testing results if the potential for development of a hazardous atmosphere exists. The potential for a hazardous atmosphere to develop will be determined by the entry supervisor in consultation with the Facility Services Department.
c. If a hazardous atmosphere is detected, employees shall not enter the space until the hazardous atmosphere has been eliminated by continuous forced air ventilation.
d. The forced air shall be directed to the immediate vicinity where an employee is or will be within the space. Ventilation shall continue until all entrants have left the space. If mechanical ventilation should fail during entry operations, all entrants shall immediately evacuate the space until ventilation is restored, and re-testing indicates acceptable entry conditions.
e. Make-up air shall be verified to be clean by the entry supervisor prior to use.
f. The ventilation method and equipment selected will depend on the size and configuration of the confined space and its opening, the gases exhausted, and the source of make-up air. Ventilation systems used in flammable atmospheres shall be explosion-proof and appropriately rated for the hazard.
g. Local exhaust ventilation shall be used during welding, cutting or other similar operations in confined spaces as necessary to remove harmful air contaminants. The confined space shall be continuously ventilated if a toxic solvent is used in the space. Oxygen shall not be used to ventilate a confined space.

D. Entry Permits

a. A fully completed entry permit will be prepared by the entry supervisor prior to entry into the permit-required confined space. A blank copy of an entry permit is provided in the appendix section of this manual. An entry permit shall only be good for the length of time necessary to perform the work/task specified on the original permit. Any change in the work task shall require a new entry permit to be issued. The permit shall be updated and extended at the beginning of for each subsequent shift only if entry conditions are still acceptable. The entry supervisor shall terminate the entry if a potentially hazardous situation occurs which exceeds the conditions authorized on the permit.
b. The original entry permit shall be kept at the work site and shall be posted in a conspicuous location outside the entrance to the permit-required confined space. A copy of the entry permit shall be filed with the Facility Services Department prior to making the entry. Hot work will be authorized on a separate permit and attached and noted on the entry permit.
c. After the entry has been completed the permit will be canceled by the entry supervisor. The canceled permit shall be kept by the entry supervisor and a copy of the canceled permit shall be forwarded to the Facility Services Department.

E. Attendants

a. An attendant shall be assigned to remain outside the permit-required confined space at all times during entry operations. The attendant shall remain in constant communication with the entrants.
b. The attendants shall be equipped with a communications radio and know who to contact in an emergency. The attendant will not enter the confined space for rescue purposes or for any other reason until properly relieved by another qualified attendant.

18.8 Permit-Required Confined Space Entry Procedures

A. The Facility Services Department shall be notified prior to the conduct of permit-required confined space work.

B. Only properly trained and authorized employees will be allowed to enter a permit-required confined space.

C. Implement the measures necessary to prevent unauthorized entry.

D. Testing equipment used in this procedure shall be calibrated accordingly and field-checked immediately prior to use.

E. Establish a communication system between the attendant and the entrant.

F. To facilitate non-entry rescue, retrieval systems or methods shall be used whenever an entrant enters a permit-required confined space, unless the retrieval equipment would increase the overall risk of entry or would not contribute to the rescue of the entrant.

G. Identify and evaluate the hazards of the permit-required confined space before entry.

H. Isolate the permit-required confined space to the extent possible.

I. Purge or ventilate the permit-required confined space as necessary to eliminate or control atmospheric hazards.

J. Verify that conditions in the permit-required confined space are acceptable for entry.

K. All electrical equipment introduced into a confined space shall be appropriate for the hazard and meet the requirements of the National Electrical Code if a hazardous atmosphere is present.

L. Cylinders of compressed gases shall never be taken into a confined space and shall be turned off at the cylinder valve when not in use. When the confined space is to be left unattended, the torch and hoses shall be removed from the confined space. Fuel gas and oxygen hoses shall be immediately removed from the confined space when they are disconnected from the torch or other gas consuming device. Cylinders that are part of a self-contained breathing apparatus or resuscitation equipment are exempt from this requirement.

M. Verify communication link and availability of rescue service.

N. The entry supervisor shall complete the entry permit.

O. While a permit-required confined space is occupied, the following requirements must be satisfied:

a. At least one entrant shall wear a personal gas monitor with audible and visual alarms that can measure oxygen, lower explosive limits, carbon monoxide, and toxic gases if the possibility of their presence exists.
b. All safety rules and procedures will be followed. Metal ladders will not be used when working around electrical equipment. There will be no smoking in a confined space. Any use of chemicals, welding, soldering or cutting must be pre-approved by the Facility Services Department.
c. Adequate lighting will be provided.

d. Isolate the permit-required confined space to the extent possible. If isolation of the permit- required confined space is not feasible because the space is large or part of a continuous system, entry condition shall be continuously monitored in the areas where authorized entrants are working.
e. Test or monitor the space as necessary to determine if acceptable entry conditions are being maintained during the course of the entry operations.
f. An attendant is required at all times immediately outside the permit-required confined space. The attendant shall maintain an accurate account of the entrants and shall maintain communication with them.
g. The entrants shall evacuate the space if ordered to do so by the entry supervisor or attendant, or if an evacuation alarm is activated, or if they recognize warning signs or symptoms of exposure to a dangerous situation.

P. If the permit-required confined space must be evacuated, the entry supervisor shall:

a. Order the entrants to exit the space.
b. Contact the Facilities Director (who will notify the Director of the Department of Police, Safety, and Security, as determined necessary and/or appropriate)
c. Cancel the entry permit.
d. Retain the canceled permit.
e. Correct the unacceptable condition, if re-entry is planned.
f. Verify the conditions in the permit-required confined space acceptable, if re-entry is planned.
g. Issue a new entry permit before allowing re-entry.

Q. Terminating Procedures for a Permit-Required Confined Space

a. Upon the completion of the purpose of entry, noted on the permit, the entry supervisor shall terminate entry, cancel the entry permit, and close/secure the confined space to prevent unauthorized entry. A copy of the canceled permit shall be maintained by the Department to facilitate the annual review of the confined space program by the Facility Services Department. Immediately after the entry, the Entry Supervisor shall review the entry with the entrants and attendants, and shall complete an Entry Debrief Form, provided in the appendix section of this manual Any problems encountered during the entry operation shall be noted on the Entry Debrief Form to facilitate revisions to the confined space entry program.

18.9 Non-Permit Required Confined Space Entry Procedures

A. The Facility Services Department shall be notified prior to the conduct of work in a confined space.
B. Before entry is authorized into a non-permit confined space, all of the following requirements must be verified and recorded on the entry permit:

a. The space must qualify as a confined space.
b. The space must exhibit acceptable entry conditions.
c. The space must be isolated as defined in this program.
d. The space must be free of any hazardous atmosphere.
e. The space must be protected against engulfment as defined in this program. The space must not exhibit any IDLH condition.
f. The entry supervisor shall verify that the above requirements have been satisfied and recorded on the entry permit.
g. The entry supervisor may then sign the entry permit to approve entry. The permit used for non-permit-required confined space entry serves only to verify that the space entered is not a permit-required confined space.
h. When there are changes in the use of a non-permit-required confined space that may increase the hazards, the space shall be reevaluated and classified as a permit-required confined space if necessary.

C. Terminating Non-permit Confined Space Entry

a. Upon completion of the purpose of entry, noted on the confined space entry permit, the entry supervisor shall terminate entry, cancel the entry permit, and close/ secure the confined space to prevent unauthorized entry. The canceled permit for non-permit confined space entry need not be retained for review.

18.10 Rescue Procedures

A. If it is necessary to rescue entrants from a permit-required confined space, the attendant will immediately dial or text 9-1-1, while requesting that someone else immediately contact the Department of Police, Safety, and Security by calling 757-825-2732.

B. Following the request of emergency response to 9-1-1 and non-emergency notification to the Department of Police, Safety, and Security, the attendant will attempt to retrieve the worker using the retrieval line.

C. Under no circumstances shall the attendant or any other College Police, Safety, and Security Officer enter the confined space until help has arrived, and then only with the proper rescue equipment and if properly trained.

18.11 Recordkeeping

A. The following records shall be kept by the Facility Services Department for the periods of time specified:

a. Canceled entry permits shall be retained for one (1) year
b. Canceled entry permits with records of atmospheric testing showing other than normal test results are considered records of employee exposure and as such shall be retained for thirty (30) years.
c. Training records shall be retained for thirty (30) years.
d. Reviews of the confined space program shall be retained for one (1) year.

19.1 Overview

A. Virginia Peninsula Community College will take all necessary measures to avoid mold growth and mildew in College owned and/or leased facilities, including measures designed to protect the health of building occupants and remediators.

B. When mold or mildew is discovered a systematic approach will be undertaken to remediate it.

C. In the event of a flood or a large water leak that results in wet building components or furnishings, immediate efforts must be made to stop the leak and dry out the moisture within 24-48 hours.

D. Contact the Facility Services Department. In the event there is no answer, contact the Department of Police, Safety, and Security at 757-825-2732.

E. Concern about indoor exposure to mold has been increasing as the public becomes aware that exposure to mold can cause a variety of health effects and symptoms, including allergic reactions.

F. Mold spores are found almost anywhere and mold will grow on virtually any organic substance as long as moisture, oxygen, and certain temperature ranges are present.

G. Mold can grow on wood, paper, carpet, foods, and insulation. When excessive moisture accumulates in buildings or on building materials, mold growth will often occur, particularly if the moisture problem remains undiscovered or unaddressed. It is impossible to eliminate all molds and mold spores from the indoor environment. However, mold growth can be controlled indoors by controlling moisture. Since mold requires water to grow, it is important to prevent/correct moisture problems in buildings.

H. There are numerous indoor air contaminants in addition to mold.

I. The Director of Facilities serves as the clearinghouse for all Indoor Air Quality complaints. This Plan only addresses preventing and remediating mold issues. The Facility Services Department can assist in investigating and identifying building deficiencies, specific health complaints, and hidden sources of contamination.

19.2 Prevention

A. The control of moisture is the key to mold control.

B. Water leaks or other moisture issues in any College owned/leased facility should be reported immediately to the Facility Services Department.

C. The following are some guidelines to keep moisture levels at a minimum:

a. Fix leaky plumbing and leaks in the building envelope as soon as possible.
b. Watch for condensation and wet spots. Fix source(s) of moisture problem(s) as soon as possible.
c. Prevent moisture due to condensation by increasing surface temperature or reducing the moisture level in air (humidity). To increase surface temperature, insulate or increase air circulation. To reduce the moisture level in air, repair leaks, increase ventilation (if outside air is cold and dry), or dehumidify (if outdoor air is warm and humid).
d. Keep heating, ventilation, and air conditioning (HVAC) drip pans clean, flowing properly, and unobstructed.
e. Vent moisture-generating appliances, such as dryers, to the outside where possible.
f. Maintain indoor humidity below 60% relative humidity (RH), ideally 30-60%, if possible.
g. Perform regular building/HVAC inspections and maintenance as scheduled. • Clean and dry wet or damp spots within 48 hours.
h. Don’t let foundations stay wet. Provide drainage and slope the ground away from the foundation.

19.3 Hidden Mold

A. In some cases, indoor mold growth may not be obvious. It is possible that mold may be growing on hidden surfaces, such as the backside of dry wall, wallpaper, or paneling, the top of ceiling tiles, the underside of carpets and pads, etc. Possible locations of hidden mold can include pipe chases and utility corridors (with leaking or condensing pipes), walls behind furniture (where condensation forms), condensate drain pans inside air handling units, porous thermal or acoustic liners inside ductwork, or roof materials above ceiling tiles (due to roof leaks or insufficient insulation). Hidden mold may be suspected if a building smells moldy and the source is not visible, or if there has been water damage and building occupants are reporting health problems.

19.4 Procedures

A. The following procedures are to provide general guidance for actions to be taken for various scenarios relating to mold issues.

B. In the event of flooding or large water leaks, immediately inform the Facility Services Department. In an emergency, dial or text 9-1-1 and then notify the Department of Police, Safety, and Security. Building Managers and/or Floor-Zone Coordinators will, in collaboration with the Department of Police, Safety, and Security officer, coordinate any protective actions (shelter-in-place, evacuation, etc.).

C. Locate and secure the source of water.

D. An effort will be made to dry wet porous materials (installed carpeting, upholstered furnishings, drywall, etc.) effectively within 24 to 48 hours by vacuum extraction and dehumidification to prevent mold growth.

a. This action only applies when the source of flooding or leakage is categorized as “clean water”.
b. Gray (unsanitary) and black (grossly unsanitary) waters pose additional serious health hazards which will require addressing.

A. If a musty/moldy odor exists in the building or occupants have any other reason to suspect the presence of mold but none is visible, contact the Facility Services Department to investigate and resolve the problem(s).

B. The Facility Services Department will conduct a thorough visual inspection and conduct an assessment of indoor air quality including all sampling deemed necessary.

C. As appropriate, a written report will outline findings and recommendations.
D. The Facility Services Department will coordinate corrective actions.

E. If visible mold is present, action will be based on the amount of mold present and the type of material contaminated (i.e. whether it can be cleaned or must be discarded).

F. Porous materials from which mold cannot be cleaned must be removed from buildings.

G. Non-porous building materials may be cleaned using detergent, diluted bleach, or cleaners specifically formulated for mold.

H. Mold Remediation activities were previously guided in part by Virginia Mold and Remediator Regulations. As of July 1, 2012 these regulations were rescinded and the mold industry has been deregulated.

I. Any area of visible mold may be cleaned up by housekeeping, or personnel from the Facility Services Department.

19.5 Remediation

A. The goal of remediation is to restore satisfactory building conditions (repair water damage; eliminate existing mold and odors; etc.).

B. In all situations, the underlying cause of water accumulation must be rectified, or mold will recur.

C. Remediation should be conducted in a manner that will remove or clean contaminated materials while preventing the spread of fungi and dust from the work area to adjacent clean areas.

D. The removal of mold from contaminated surfaces will vary depending on the material, the location, and the extent of mold growth.

E. The Facility Services Department in collaboration with the Director of the Department of Police, Safety, and Security will assist in making this determination.

F. At this time, there are no federal or state regulatory limits concerning safe or unsafe levels of measurable airborne mold in air.

G. There is however, sufficient information to justify remediating visible mold contamination to ensure the risk to occupant health is minimized.
H. Under OSHA’s General Duty Clause, the employer has an obligation to protect employees from serious and recognized workplace hazards even when there is no standard.

I. Evaluating the Completeness of Remediation/Cleanup

a. The water or moisture problem should be corrected.
b. Mold removal should be complete. Use professional judgment to determine if the cleanup is sufficient. Visible mold, mold-damaged materials, and moldy odors should not be present. As previously discussed, any areas of mold exceeding 10 square feet must be remediated by properly trained and licensed personnel.
c. If air sampling is conducted following cleanup, the types and concentrations of mold inside the building are expected to be lower than those found outside. Slight elevations inside generally are not indicative of a problem. Facility Services will exercise professional judgment in decisions regarding any further actions.
d. Revisit the site(s) shortly after remediation. There should be no signs of water damage or mold growth.
e. People should be able to occupy or re-occupy the space without health complaints or physical symptoms.

20.1 Students

A. Students who show symptoms of, know, or have reason to believe they are infected with a contagious disease that poses a direct threat to the health or safety of others, i.e., creates a risk of death or significant injury or impairment, must stay home and must notify the Department of Police, Safety, and Security, police-safety-security@vpcc.edu.

B. The Director of the Department of Police, Safety, and Security, Academic Division Deans, Associate Deans, and/or academic/instructional Directors, and/or the Deans assigned to the Enrollment Management and Students Success unit have the authority to send students home. Students who refuse or fail to follow an order to leave campus may be subject to disciplinary action for a violation of the student code of conduct. Students who persist in their refusal to leave campus may be issued a no trespass order by the Department of Police, Safety, and Security.

C. Before returning to Virginia Peninsula Community College, students who reported having, or who have been diagnosed as having a contagious disease must be free of all symptoms of the disease for at least seven (7) days since the date of first report or diagnosis, or as otherwise recommended by a healthcare provider, the VDH, CDC, or other public health officials.

D. The College may require students to provide written documentation from a healthcare provider or local health department that the student may return to campus safely, unless state officials advise agencies to not make such requests, in which case students may return after the appropriate period as established by public health officials. This information must be presented to the Dean of Retention and Student Success, who will notify the Director of the Department of Police, Safety, and Security. All records regarding this medical information must remain confidential and be filed separately from all other general student records and/or personnel files.

E. Students have a responsibility to stay in contact with faculty/instructors regarding their absence and missed class assignments and should contact the appropriate Academic Dean if they have any difficulties or concerns. The College will provide reasonable accommodation(s) as requested, required, and in accordance with law.

20.2 Employees

A. Employees who show symptoms of, know, or have reason to believe they are infected with a contagious disease that poses a direct threat to the health or safety of others must notify their Supervisor, the Department of Human Resources who shall notify the Director of the Department of Police, Safety, and Security that they have symptoms associated with the disease. Employees should stay home or leave the workplace if symptoms occur while already present at work.

B. Supervisors, the Director of Human Resources or their designee, and/or the Director of the Department of Police, Safety, and Security have the authority to send employees home if they exhibit symptoms of a contagious disease while at the workplace. Employees will be charged sick or annual leave if sent home.

C. Before returning to Virginia Peninsula Community College, employees who have been diagnosed as having a contagious disease as listed above must be free of all symptoms of the disease for at least seven (7) days since the date of the first report or diagnosis or as otherwise recommended by a healthcare provider, the CDC, or other public health officials. Employees must present written documentation from a healthcare provider that the employee may return to work safely, unless state officials advise agencies to not make such requests, in which case employees may return following the appropriate period as established by public health officials. This information must be presented to Human Resources, who will notify the Director of the Department of Police, Safety, and Security, and their supervisor.

D. Employees must comply with all policies and procedures pertaining to sick leave and supervisor notification regarding their eligibility to return to work. The College will provide reasonable accommodation(s) as requested, required, and in accordance with law.

E. Failure to follow a supervisor’s directive is considered insubordination and is subject to formal disciplinary action under the DHRM Standards of Conduct.

F. When the State Health Commissioner and the Governor of the Commonwealth of Virginia declare a Communicable Disease of Public Health Threat as defined in Section 31.1-48.06, et. Sec. Code of Virginia, Virginia Peninsula Community College employees, as per DHRM Public Health Emergency Leave policy (policy 4.52), are permitted or required to attend to the medical needs of themselves and immediate family members and will be afforded up to the maximum hours of paid leave per leave year as established by DHRM for this purpose.

20.3 College

A. Should any disease reach a pandemic stage, the College will rely on information and guidance from local and state health officials to provide appropriate information to the
College community. College officials may temporarily close the College or a campus, if such closure serves the best interest of the College community.

B. Virginia Peninsula Community College will inform the College community of plans to provide continuity of operations that will minimize disruption to College operations. Such continuity measures may include requiring and/or permitting employees to transition to temporary telework through a telework agreement; modifying or shifting responsibilities and duties based on College needs and access to the campus; or modifying or altering normal working hours and schedules. Other measures may include implementing new safety and sanitary measures at the workplace based on current and applicable recommendations by the VDH, CDC or any other state or federal agency, and in compliance with any Executive Orders issued that would require such measures. Students and employees will be notified of specific measures and may be asked to acknowledge receipt and understanding of those measures as well as agreement to abide by them.

C. Virginia Peninsula Community College will consult with local and state health officials to provide any specific instructions for individuals returning to the College following infection of a contagious disease.

4. Visitors, Contractors, Guests and Third Parties
   A. The College reserves the right to limit access to its facilities to any third parties (visitors, guests, contractors, etc.), in the event of an epidemic, pandemic or any outbreak of a contagious disease that alters normal business operations. The College may institute additional safety measures based on the recommendations of public health officials that would be applicable to third parties visiting or working on campus.

20.4 Confidentiality

A. No person, group, agency, insurer, employer, or institution should be provided any medical information without the prior specific written consent of the student, employee, or other College community member unless required or allowable under state and/or federal law. Furthermore, all medical information relating to contagious diseases of students, employees, or other College community members will be kept confidential, according to applicable state and federal law. Medical information relating to contagious diseases of persons within the College community will only be disclosed to responsible college officials on a need-to-know basis.

20.5 Non-Discrimination/Harassment

A. Discrimination or harassment of employees having or regarded as having a contagious disease is prohibited.

20.6 Sanctions

A. Students who fail to comply this policy and applicable state and federal laws are subject to sanctions in accordance with the Student Code of Conduct. Employees who fail to comply with all applicable Virginia Peninsula Community College, VCCS, and DHRM policies and procedures, and applicable state and federal laws may be subject to formal disciplinary action.

20.7 Definitions

A. Contagious disease: an infectious disease that is spread from person to person through casual contact or respiratory droplets, which may lead to an epidemic or pandemic situation and threaten the health of the campus community. These diseases include but are not limited to: tuberculosis (TB), measles or German measles (rubella), certain strains of hepatitis and meningitis, as well as SARS and certain strains of influenza. Other potentially less serious infectious diseases, such as chicken pox and pneumonia will be addressed on a case-by-case basis.

B. Epidemic: the occurrence in a community or region of cases of an illness clearly in excess of normal expectancy.

C. Pandemic: an outbreak of a disease that occurs over a wide geographic area and affects an exceptionally high proportion of the population.

VPCC Storm Water Webpage

21.1 Background

A. Every storm drain and structural Best Management Practices (BMP) on campus leads to a local natural waterway. Pollution from Virginia Peninsula Community College’s properties can adversely affect the health of humans, wildlife, and Virginia’s waterways. Virginia Peninsula Community College faculty, staff, students, and guests have the responsibility to be good stewards of the campuses’ natural resources.

21.2 Requirements

A. The College must prevent illicit discharges to the maximum extent practical in its daily operations and during construction activities. Faculty, staff, and students should be knowledgeable of how potential pollutants are handled and stored to help prevent stormwater pollution.

B. The College prohibits any discharge to the College’s storm sewer system that is not composed entirely of stormwater. A violation of this prohibition can result from any person doing the following:

a. Cause or allow any non-stormwater discharges, including but not limited to the discharge of sewage, industrial wastes, or other wastes, into the storm sewer system, or any component thereof, or onto streets, sidewalks, parking lots, or any other areas draining to the storm sewer system.
b. Connect, or allow to be connected, any sanitary sewer to the storm sewer system.
c. Discharge any materials or item other than stormwater to the storm sewer system by spill, dumping, or disposal of any type without a valid federal and/or state permit or unless otherwise authorized by law.
d. Throw, place, or deposit or cause to be thrown, placed, or deposited in the storm sewer system anything that impedes or interferes with the free flow of stormwater therein.

C. The following non-stormwater discharges or flows occurring on campus shall only be considered illicit discharges if they are identified by the college as a significant contributor of pollutants discharging to the storm sewer system:

a. Water line flushing, managed in a manner to avoid an instream impact;
b. Landscape irrigation;
c. Diverted stream flows;
d. Uncontaminated groundwater infiltration;
e. Uncontaminated pumped groundwater;
f. Discharges from potable water sources, foundation drains, water from crawl space pumps, springs, footing drains;
g. Air conditioning condensation;
h. Street wash water;
i. Discharges or flows from firefighting activities;
j. Discharges from noncommercial fundraising car washes if the washing uses only biodegradable, phosphate-free, water-based cleaners; or
k. Other activities generating discharges identified by the Virginia Department of Environmental Quality as not requiring Virginia Pollutant Discharge Elimination System permit authorization.

D. Flows identified by the Department of Environmental Quality as de minimus discharges are not significant sources of pollutants to surface water.

21.3 Discharge

A. In the event that a discharge or flow is found to cause pollutants to be discharged into the storm sewer system, the college shall so notify the person performing such activities and shall order that such activities cease or be conducted in such a manner as to avoid the discharge of pollutants into the storm sewer system.

B. The failure to comply with any such order shall constitute a violation of the college’s prohibition of non-stormwater discharges to the storm sewer system and the offending person may be subject to the college’s established disciplinary policies and sanctions. In the case that the non- stormwater discharge also is conveyed through the college’s storm sewer system to that of the downstream locality’s storm sewer system, the person may also be subject to the locality’s enforcement and penalties associated with local ordinances prohibiting non-stormwater discharges.

21.4 Stormwater Pollution Prevention Plan

A. The Stormwater Pollution Prevention Plan (SWPPP) identifies all stormwater discharges on a campus or a construction site, actual and potential sources of stormwater contamination, and requires the implementation of both structural and non-structural BMPs to reduce the impact of stormwater runoff on the receiving stream to the maximum extent practicable, and to meet water quality standards.

B. Sources of Pollution

a. The following areas have been identified at each campus as potential pollution sources:

i. Maintenance Building
ii. Dumpsters
iii. Automotive Shop
iv. Fleet Storage/Parking
v. Material Storage/Loading Area
vi. Fueling
vii. Material Storage/Loading Area

b. Littering is prohibited on campus and is considered an illicit discharge.

c. Report illicit discharges or illegal activity resulting in illicit discharges on campus by contacting the Facility Services Department. In case of emergency dial or text 9-1-1 and then notify the Department of Police, Safety, and Security.

C. Land Disturbing Activities
a. Faculty, staff, and students must not engage in land disturbing activities resulting in erosion or sedimentation.

D. Campus Outreach

b. Virginia Peninsula Community College conducts events throughout the academic year to keep faculty, staff, and students aware and educated on current environmental compliance issues affecting the College.

21.5 Definitions

A. Best Management Practices (BMPs): A permit condition used in place of, or in conjunction with effluent limitations, to prevent or control the discharge of pollutants. BMPs may include a schedule of activities, prohibition of practices, maintenance procedures, or other management practices. BMPs can also be structural elements such as retention ponds, rain gardens, or permeable pavers.

B. Illicit Discharges: Any discharges that are not composed entirely of stormwater. The following are examples and sources of illicit discharges:

a. Excess Nutrients from fertilizer and animal waste
b. Sediment from construction sites
c. Impermeable Surfaces such as roads, parking lots and sidewalks that cause debris and pollutants to enter storm sewers
d. Toxic Chemicals such as insecticides, pesticides, motor oil and anti-freeze
e. Debris such as plastic bags, bottles, and cigarettes
f. Bacteria/Pathogens such as sewage and animal waste

C. Land Disturbing Activity: Any man-made change to the land surface that may result in soil erosion from water or wind and the movement of sediments into state waters or onto lands in the Commonwealth, including, but not limited to, clearing, grading, excavating, transporting, and filling of land.

D. Pollutant: Any substance other than rainwater and snowmelt including, but not limited to, items such as trash, motor oil, gas, anti-freeze, animal waste, food waste, solvents, detergents, chemicals, cosmetics, art supplies, paint, electronics, batteries, metals, plastics, treated lumber, fertilizers, herbicides, and pesticides.

22.1 Drone Operations

A. The appropriate management, safe, and lawful deployment and operation of Unmanned Aircraft Systems (UAS), more commonly referred to as drones is required to ensure appropriate use by students, faculty, staff, and/or guests in and/or of instructional and non-instructional programs/use.

22.2 Definitions

A. Air Traffic Organization (ATO) – The ATO is the operational arm of the FAA. It is responsible for providing safe and efficient air navigation over all of the United States and portions of the Atlantic and Pacific Oceans and the Gulf of Mexico.
B. Certificate of Authorization or Waiver (COA) – An authorization issued by the ATO to a public operator for a specific UAS activity.

C. Drone – The popular name for a type of UAS.

D. FAR Part 107 – Part 107 of the Federal Aviation Regulations that applies to the commercial use of UAS. These rules apply to non-hobbyist small unmanned aircraft that cover a broad spectrum of commercial uses for drones weighing less than 55 pounds.

E. Line of Sight – The pilot controlling the device must be in direct sight of the aircraft so that radio signals can be transmitted back and forth. This is an FAA requirement for part 107 UAS PICs. Larger UAVs are not line-of- sight aircraft because the radio signals that control them are bounded off of satellites or manned aircraft.

F. PIC – Pilot in Command. Refers to a FAA requirement that UAS stay under a pilot’s direct control. The PIC is responsible for the overall safety and success of any UAS operation.

G. Private Spaces – Areas where an occupant has a reasonable expectation of privacy in accordance with accepted social areas include but are not limited to restrooms, locker rooms, residential areas, changing or dressing rooms, the insides of campus daycare facilities and health treatment rooms.

H. College Property – Buildings, grounds and land that are owned or controlled by the college. This includes property leased or contractually reserved for Virginia Peninsula Community College operations, either permanently or on a temporary basis.

I. Unmanned Aircraft Systems (UAS) – UAS are a subset of Unmanned Systems (UMS) and refer to small, unmanned aircraft systems, sometimes known as “drones,” under 55 pounds including the unmanned aircraft and all of the associated support equipment, control station, data links, telemetry, and navigation equipment, etc., necessary to operate the unmanned aircraft. UAS may have a variety of shapes and applications including quadcopter, quadrotor, etc. FAA regulation applies to UAS regardless of size or weight.

J. Visual Observer (VO) – Refers to a member of the crew who aids the PIC in the responsibilities related with collision avoidance. This comprises of but is not restricted to, airborne objects, avoidance of other traffic, obstructions, clouds and terrain.

22.3 Training Requirements

A. UAS Flight Training and Standardization:

a. The Dean of the Science, Technology, Engineering, and Mathematics (STEM) Division, or their designee shall serve as the College’s Director of UAS Operations and shall designate UAS Flight Instructors to conduct flight training and qualification.
b. Prior to qualifying as a PIC, a pilot must hold an FAA 14 CFR Part 107 certification and demonstrate to a UAS Flight Instructor the ability to safely operate the UAS in accordance with the curriculum or intended use of the UAS, including emergency maneuvers and maintaining appropriate distances from persons, vessels, vehicles, and structures.
c. PIC qualification flight hours and currency shall be logged in a manner consistent with 14 CFR Part 107. Online mechanisms to record all individual flight records to satisfy data logging requirements are encouraged; however, a copy shall be maintained with the Director of UAS Operations.
d. The Director of UAS Operations or their designee shall have the authority to approve requests for UAS flights on College property and/or when flights involve the use of College property.
e. Requests shall be sent to the Director of UAS Operations via email and include the following:

i. Name of the Requestor
ii. Affiliation to the College
iii. Name of the Pilot in Command
iv. Distance to the Nearest Airport
v. Purpose of the Flight
vi. Aircraft Information

1. Make
2. Model
3. Weight
4. Maximum Speed
   vii. Flight Plan with any safety concerns
   viii. Name of the Visual Observer

f. All approved requests for UAS flight shall be for a specific time and a specific location to avoid conflict with other UAS flight or other activities. Academic courses which meet at regular intervals may receive advance approval.
g. Delays or deviations from this approval shall be coordinated with the Director of UAS Operations.
h. All UAS operations must be coordinated with and approved by the Director of UAS Operations or their designee and shall be conducted in accordance with FAA requirements.

22.4 Safety

A. The Department of Police, Safety, and Security shall be notified via email of all UAS operations being conducted at any campus and/or educational site a minimum of 24-hours in advance of the flight operations.
B. Police, Safety, and Security notifications shall include the following information:

a. Location of the flight
b. Any safety concerns
c. Name of the PIC

C. All UAS operations on college property and/or using college property must be in accordance with 14 CFR Part 107. UAS must be properly registered.
D. UAS operators must take all reasonable measures to avoid operating UAS in areas normally considered private and where there is a reasonable expectation of privacy. Operators must comply with all applicable privacy laws, regulations and policies.

E. Improper operation and use of UAS is a violation of college policy and may be a violation of FAA regulations, subject to college discipline and other sanctions. Damages or injuries occurring to college property or individuals shall be the responsibility of the UAS Pilot in Command (PIC).

F. UAS operations shall comply with all student conduct, college policies, and FAA regulations and/or procedures.

G. Improper use and/or unauthorized UAS operations are a violation of college policy and may be a violation of FAA regulations, subject to college discipline and other sanctions.

a. The UAS program has additional program specific guidelines to help reduce the risk of injury and/or property damage and to promote safe UAS operations.
b. Violations of UAS program specific guidelines may result in disciplinary action up to and including, assignment of a failing grade for the course and/or dismissal from the course or UAS program.

H. UAS shall not be used to monitor, record, or transmit in areas where there is a reasonable expectation of privacy in accordance with accepted social norms.

I. UAS shall not be used to monitor or record institutional or personal information that may be found, for example, in individual workspaces.

J. UAS operators must only conduct approved flights under favorable conditions.

K. If unforeseen circumstances develop (e.g., adverse weather) under which operations cannot be conducted in a safe manner, the operator must postpone the flight and request an extension from the Director of UAS Operations.

L. If flight operations are cancelled and/or rescheduled, the Department of Police, Safety, and Security shall be notified as soon as possible via email of the cancellation or change in flight schedule.

M. Flying inside campus buildings and/or facilities, while not regulated by the FAA, require approval of the Director of UAS Operations and/or their designee and all appropriate notifications shall be made prior to flight operations.

a. Regular classroom/lab flight operations conducted as part of the educational process do not require notification of the Department of Police, Safety, and Security.
b. All UAS flights (indoor/outdoor) shall be conducted with due regard for the safety of spectators and/or pedestrian and motor vehicle traffic, to include, but not be limited to aviation traffic.

N. Authorized UAS Operators:
a. UAS Operators shall have experience operating UAS in a responsible manner.
b. UAS Operators shall not operate any UAS over areas of public assembly, over areas under construction, or directly over individuals without their consent and approval from the Director of UAS Operations.

O. The Director of UAS Operations or their designee shall review, assess, approve, and provide guidance for UAS flight operations at college-sponsored events.

23.1 Background

A. The purpose of these safety guidelines is to provide for the safety and training of all personnel involved in vessel field activities associated with the College’s marine science research and education programs.

B. The operation of a vessel entails certain unavoidable risks.

C. Anyone aboard a vessel should be aware that risks exist and take prudent action to minimize them.

D. Each individual has an inherent responsibility for his/her own personal safety and health as well as the safety and health of those with whom they are working in the marine environment.

E. Liability protection may be compromised should injuries or death be attributed to negligence on behalf of individuals delegated the responsibility for the safety of the injured parties.

F. Injuries incurred as a result of noncompliance might not be covered by Workman’s Compensation.

23.2 Scope

A. These guidelines apply to all personnel, including faculty, staff, students, and guests who may use or work on the college’s Research Vessel Navigator (R/V Navigator) or upon any vessel, regardless of the vessel’s ownership, on tasks or projects under the auspices of Virginia Peninsula Community College.

B. All college personnel participating in or planning scientific activities involving the use of R/V Navigator or other vessel for college use or work are required to become familiar with and adhere to the provisions of these guidelines.

C. Noncompliance may result in appropriate student and/or employee disciplinary action, in accordance with student policies and procedures, as established and/or imposed by the college, educational program, or other appropriate authority; employee disciplinary action may be in accordance with college employee policies and procedures, VCCS policies, and procedures, and/or DHRM policies and procedures.

23.3 Responsibilities and Authorities

A. The Dean of the Science, Technology, Engineering, and Mathematics (STEM) Division, or their designee is ultimately responsible for the safety and health of all persons participating in activities and/or operations of the R/V navigator.

B. Only persons who have been approved by the STEM Division Dean or their designee as R/V Navigator Vessel Operator in Charge may operate the R/V Navigator or any other vessel(s) used under the auspices of the college, regardless of the ownership of the vessel.

C. The Vessel Operator in Charge is solely responsible for the safety of the crew (students, faculty, staff, and/or guests) and vessel at all times.

D. It is the duty of the Vessel Operator in Charge to refuse to operate the boat if conditions are unsafe.

E. Vessel Operators in Charge are expected to understand and abide by all pertinent US Coast Guard regulations, Commonwealth of Virginia Boating Laws, and college policies concerning boat operation.

F. Vessel Operators in Charge will be solely responsible for violation of any regulation.

G. In the event of a vessel accident, the Vessel Operator in Charge is the primary person responsible for the vessel and crew.

H. If the vessel or crew is in imminent danger, the Vessel Operator in Charge should attempt to contact the US Coast Guard immediately as well as emergency medical services.

I. Contact with the Department of Police, Safety, and Security shall be established at the earliest opportunity once emergent concerns are addressed.

23.4 General Vessel Safety

A. Compliance with Safety Regulations Attention to personal safety shall be paramount in all Institute activities to assure maximum practical protection for personnel and to prevent unnecessary exposure to injury and health hazards.

B. All persons will be responsible for warning others when it is believed that they are endangered by known hazards or by their failure to comply with applicable safety and health precautions.

C. Safety and health precautions must not be subordinated or disregarded because of the urgency of a particular job.

D. Virginia Peninsula Community College is committed to maintaining a drug and alcohol-free educational experience and workplace and a safe and healthy work and educational environment for all students, faculty, staff, and/or guests.

E. Consequently, all employees or personnel embarked are prohibited from engaging in the unlawful manufacture, distribution, dispensing, possession, or use of drugs or controlled substances on board vessels or in other College work places.

F. The ability to perform safety sensitive duties can be compromised by legal drugs.

a. Both over-the-counter medications as well as prescription medications are known to impair performance.
b. Persons under the influence of prescription medications and who will be involved in performing safety sensitive duties or research projects on the vessel are required to confidentially disclose this information to the Vessel Operator in Charge prior to departure on the vessel.
c. The Vessel Operator in Charge has the authority to refuse to allow someone under the influence of drugs, alcohol, and/or prescription medications to board the vessel.
d. The Vessel Operator in Charge shall notify the STEM Dean or their designee and the Department of Police, Safety, and Security of any refusal to board and the reason for the refusal via telephone call prior to departure, as well as in writing via email upon completion of the scheduled activities.
e. The Vessel Operator in Charge shall also notify the local authorities and/or the US Coast Guard as determined necessary and/or appropriate.

G. In order to participate on a voyage aboard the R/V Navigator or other vessel operating under the auspices of college business, all participants shall be required to sign a liability release and safety briefing acknowledgement form prior to boarding the vessel.

H. Under current Virginia law all vessel are subject to drug and alcohol testing as stated in Commonwealth of Virginia Code 29.-738.2: “Any person who operates a watercraft or motorboat which is underway upon waters of the Commonwealth shall be deemed thereby, as a condition of such operation, to have consented to have samples of his blood, breath or both blood and breath taken for a chemical test to determine the alcohol, drug, or both alcohol and drug content of his blood, if such person is arrested for operating a watercraft or motorboat which is underway in violation of subsection B of Code of Virginia 29.1-738 and 29.1-738.02…

I. Violators of this code section will have their vessel operation privileges suspended permanently by the college.

J. The first priority in all field operations is the safety of personnel. The presence of inherent risks in all vessel activities requires that all individuals working onboard vessels accept personal responsibility in obtaining knowledge in safe boating practices.

K. All Vessel Operators in Charge are required to have successfully completed a boating safety program, such as those offered by the U.S. Coast Guard Auxiliary and the U.S. Power Squadron. “America’s Boating Course,” a joint effort between the U.S. Power Squadron and the Coast Guard Auxiliary, or other approved safe boating course.

L. All faculty and/or staff who regularly participate in research operations are encouraged to successfully complete an approved safe boater course.

M. Anytime faculty, staff, students, and/or guests are preparing to board (on the dock, boat ramp, or otherwise within three feet of a waterway, they must wear a U. S. Coast Guard approved Type I, II, or III personal flotation device (PFD).

N. This shall not include manually inflated devices.

O. If used, automatic inflated devices are to be examined for operational readiness before each use.

P. It is the Vessel Operator in Charge’s responsibility to complete this inspection.

Q. No personally owned PFDs shall be used unless prior written approval is obtained form the STEM Dean or their designee.

R. The college assumes no responsibility related to the operation of personal automatic inflation devices.

S. It is the owner’s responsibility to complete the inspection of their PFD.

T. The Vessel Operator in Charge reserves the right to perform a secondary inspection and deny the use of personally owned PFDs that have safety deficiencies.

U. Manufacturer’s guidelines for regular maintenance must be adhered to and should be documented.

V. Individuals using “auto inflate” devices should avail themselves of an in-water training practicum to prepare for inflation failures.

W. At least two persons are required on board any vessel involved in college activities except during the launching and trailering of the vessel.

X. The STEM Dean or their designee may approve single-person operation when warranted by special circumstances, i.e., vessel testing, maintenance, and/or exercising operations.

a. During such operation, the engine safety lanyard must be appropriately attached to the vessel operator.

Y. Vessel Operators in Charge must maintain current certification in First Aid and CPR/AED as a prerequisite to operating any vessel under the auspices of the college.

Z. Vessel operators bear the responsibility for the safety of all on-board personnel and therefore are required to render medical assistance in the case of an injury or illness.

AA. The vessel operator, governed by one’s own conscience, should seek a level of First Aid training that will allow self-confidence in the ability to provide competent medical intervention when necessary.

BB. The R/V Navigator shall be provisioned with First Aid supplies as provided by the appropriate academic division for which the vessel is assigned.

CC. It is the responsibility of all Vessel Operators in Charge to present a safety briefing to all on board personnel prior to getting underway.

a. This safety briefing shall include fieldwork goals, intended route of travel, location and use of safety, communication and navigational aids and discussion of safe practices while underway, including wearing of PFDs and person overboard response.
b. Discussion should also be directed toward the use of sunscreens, eye protection, the wearing of appropriate footwear as well as the donning of seasonal appropriate apparel for protection from the elements.
c. A review of basic vessel operating procedures shall be provided.
d. This briefing shall also afford an opportunity for embarked personnel to address personal concerns.
e. Vessel Operators in Charge must also ensure that all personnel are instructed in safe methods of performing particular tasks prior to initiating sampling.
f. Efforts must be expended to confirm that each person has a clear understanding of his/her specific role and responsibilities during data collection activities and feels comfortable with assigned tasks.

DD. Vessel Operators in Charge must be vigilant and proactive in the recognition and assessment of inherent risks ever present in marine field activities. This is an ongoing process; reassessment should be repeated throughout the day’s activities.
EE. Work Clothing Compliance with these guidelines may not always be easy or necessarily accommodate the clothing that some individuals would prefer.

FF. The safety of life and limb takes precedence over convenience and matters of personal taste.

GG. Foul weather gear and flotation apparel worn during field activities shall be of a bright color in order to provide an easy target for rescuers should a person fall overboard.

HH. In any unexpected person overboard incident, the ability to quickly locate the victim, and timeliness in retrieval of the victim, may dictate the difference between death and survival.

II. Hand protection should be worn whenever field requirements necessitate the handling of materials with potentially sharp surfaces or which may prove abrasive to the handler (e.g., cables).

JJ. Gloves are especially recommended when field operations require the use of winches on board vessels or on boat trailers.

KK. Appropriate footwear must be worn on board the vessel and while traversing docks, boat ramps, and/or shorelines. The season may dictate the type of soles or the degree of comfort required but going bare footed or the wearing of open toed shoes, sandals, or “flip flops” is specifically forbidden.

LL. The wearing of closed toed footwear is especially important for persons wading or working in marsh zones or beaches where there is potential for material on the bottom that might lacerate unprotected feet.

MM. The R/V Navigator should have an installed capacity plate that designates the number of persons and/or combined total weight carrying capacity of the vessel. It is the responsibility of the Vessel Operator in Charge to stay within these limits and to have all weight evenly distributed and secured so that the boat will trim properly.

NN. Vessel maintenance projects, standards and recommended practices addressed by the American Boating and Yacht Council (ABYC) shall be used as the recognized professional guidelines for all design, construction, installation, and servicing of all vessel systems.

OO. College owned vessels shall not be modified from their original design.

23.4 Emergency Communications

A. The vessel shall have a laminated list of emergency call numbers. The following situations require immediate notification to the United States Coast Guard (USCG) or Virginia Marine Resources Commission (VMRC):

a. A serious injury or a death;
b. A vessel is likely to sink; or
c. It is necessary to abandon the vessel.

B. Use the following contact information to reach the USCG or VMRC:

a. USCG – VHF Channel 6 or call (833) 453-1269 (direct line to the USCG Rescue Coordination Center – Norfolk).
b. VMRC – VHF Channel 7 (also monitored by USCG) or call (800) 541-4646. This 800 number allows access to VMRC throughout the state, including the Virginia Eastern Shore.

C. VMRC will contact 9-1-1 to coordinate emergency medical services if appropriate.

D. Provide the following information:

a. Name of Vessel/Your Position – First!!!!
b. Nature of the distress/emergency;
c. Number of persons onboard; and
d. Description of your vessel.

E. Once contact has been established, comply with the dispatcher’s directions. The Vessel Operator in Charge may choose to call 9-1-1 for medical emergencies. It is essential that the vessel’s location be given at the onset of the call to ensure that the closest emergency response dispatcher has been contacted.

23.5 Vessel Licensing Requirement

A. All employees requesting to operate a state and/or college owned/leased vessel must have and present a valid Virginia Operators License with not more than 3-demerit points. Employees with more than 3-demerit points on their driving record, may be required to provide proof of successful completion of a driver improvement or defensive driving course prior to being authorized to operate a state and/or college owned/leased vehicle. The College will also review, on a case-by-case basis, previous pertinent convictions of violations of law related to an individual’s driving privileges including, but not limited to moving violations, revocations, suspensions, driving/operating under the influence, reckless driving/operation, and/or other pertinent vehicle related convictions. This review is not limited to motor vehicles, and may include convictions associated with vessels, and/or non-licensed vehicles i.e., utility vehicles, golf carts, etc.

23.6 Driving Record

A. All employees authorized to operate a state and/or college owned/leased vessel may be required to provide a copy of their driving record or be subject to the college requesting a copy of their driving record at any time through the Virginia Department of Motor Vehicles.

23.7 Vessel Operations

A. Prior to departure, the Vessel Operator in Charge shall complete a float plan and file the float plan with the STEM Dean or their designee and the Department of Police, Safety, and Security.

B. Immediately preceding departure, the Vessel Operator in Charge shall contact the Department or Police, Safety, and Security via telephone or text to make them aware of the departure.

C. Vessels shall be operated in a manner consistent with boating regulations, state law, and local ordinances.

D. Vessels shall operate at a speed safe for the type of operations which are being conducted, the number of passengers onboard, weight carried on board, weather conditions, and visibility.

E. Vessels shall not be operated on waterways which are identified in small craft advisories, high wave warnings, etc.

23.8 Overdue Vessel or Notification of Emergency

A. If/when a vessel is overdue by 30-minutes or more without contact with or notification from the Vessel Operator in Charge and/or notification of an emergency onboard the vessel, the Department of Police, Safety, and Security shall notify the US Coast Guard, the Virginia Marine Resources Commission (VMRC), and the emergency communications center in the appropriate locality from which the vessel department and/or in accordance with the float plan.

B. The Director of the Department of Police, Safety, and Security or their designee shall immediately begin internal notifications as follows:

a. Dean of the Academic Division to which the vessel is assigned; and
b. The Vice President of Finance and Administration or the College President in their absence.

C. The Director of the Department of Police, Safety, and Security or their designee, as appropriate shall respond to the location from which the vessel launched and/or the established command post for search and rescue or emergency operations to provide unified command assistance on behalf of the College.

24.1 Risk Manager Designation

A. Vice President for Finance and Administration is designated College’s Risk Manager or their designee and coordinates all communications and inquiries involving the State’s Division of Risk Management (DRM).

B. The Director of Facility Services; the Director for the Department of Police, Safety, and Security; and the Manager of Accounting & Financial Services are authorized Risk Manager designees.

24.2 Potential Claims

A. Any potential liability claims against the College must be reported to the DRM.

B. Upon notification of any incident which may result in such a claim, the Vice President for Finance and Administration or their designee(s) will send written notification to the DRM providing all necessary details.

C. Claims Involving Students or Guests

a. Within five (5) days of the accident or injury, the incident report is to be forwarded to the Vice President for Finance and Administration or their designee(s), who will then forward all documents to the Department of Risk Management and inform the injured party of their options.

D. Claims Involving Damages to College Facilities and Grounds

a. The Director of Facilities will provide written documentation as needed to document facilities and grounds damage. The report will include:
b. An estimated cost for repairs.
c. Personnel cost incurred.
d. Documentation provided must contain the employee’s name, position title, hours and days worked, and a copy of the employee’s time sheet.
e. Invoices for actual costs incurred are to be forwarded to the Vice President for Finance and Administration or their designee(s)

E. Claims Involving Theft and Vandalism

a. The Department of Police, Safety, and Security shall complete an incident report and forward it to the Vice President for Finance and Administration or their designee(s) within five (5) days of the loss.
b. If the value of the loss is greater than the current deductible, the incident report and estimated value of loss are forwarded to the Department of Risk Management.

F. Claims for Damages to College-owned Vehicles

a. In the event of an accident involving a college owned vehicle, contact the VA State Police, and obtain a copy of the accident report is forwarded to the Director of Facilities in accordance with the procedures in Section 17 of this manual.
b. Within five (5) days of the accident, the incident report is to be forwarded to the Vice President for Finance and Administration or their designee(s) who will then forward all documents to the Department of Risk Management and inform the injured.

G. Requests for Certificates of Insurance

a. Requests for evidence of insurance certificates are to be forwarded to the Administrative Assistant and Project Manager assigned to the Office of Finance and Administration.
b. Evidence of liability and/or workers compensation is certified with the standard “Certificate of Coverage.”
c. When contractually required, typically for real estate or equipment leasing purposes, a “Tort Liability – Certificate of Insurance – Additional Insurer” is issued. Copies of issued certificates are retained with any contracts or lease agreements.

H. Insurance for Personal Property on Loan to the College

a. If personal property on loan to the College, such as photography or art displays, requires insurance coverage, the Risk Manager or their authorized designee shall forward the request to the insurance carrier for the Commonwealth, including the name and address of the property owner and the total value of the property. Evidence or Property Insurance is issued by the carrier to the property owner.

25.1 Background

A. Weather emergencies can pose serious threats to students, faculty, staff, and guests of the College. Severe weather includes high winds, thunderstorms, lightning storms, hail, floods, tornadoes, hurricanes, extreme heat or cold, and other weather systems (snowstorms, blizzards, etc.) that have the potential to create safety hazards or cause property damage.

J. These guidelines shall be applicable an used in conjunction with the VPCC Outdoor Event-Activity Inclement Weather Checklist and the Hazardous Weather Action Plan Template, which can be referenced in the appendix section of this manual.

25.2 Definitions

A. Advisory – Highlights special weather conditions that are less serious than a warning. They are for events that may cause significant inconvenience, and if caution is not exercised, it could lead to situations that may threaten life and/or property.

B. Watch – A “watch” is used when the risk of a hazardous weather event has increased significantly, but its occurrence, location, and/or timing is still uncertain. It is intended to provide enough lead time so those who need to set their plan in motion can do so.

C. Warning – A “warning” is issued when a hazardous weather event is occurring, is imminent, or has a very high probability of occurring. A warning is used for conditions posing a threat to life or property. If you are in the affected area you should seek safe shelter immediately.

D. Severe Thunderstorm – A thunderstorm that produces a tornado, winds of a least 58 mph, and/or hail at least one-inch in diameter.

E. Tornado Watch – A tornado watch is issued when severe thunderstorms and tornadoes are possible in or near the watch area. When a tornado watch is issued, stay tuned to local radio, TV, or NOAA weather radio for further information and possible warnings. Consider shelter options and be prepared to take cover if necessary.

F. Tornado Warning – A tornado warning is issued when a tornado has been sighted or indicated by weather radar. When a tornado warning is issued, seek safe shelter immediately.

25.3 Severe Weather Areas of Refuge

A. An appropriate shelter area capable of providing protection from severe weather should have the following characteristics:

a. Be located in an interior room of hardened structure (e.g. conference room, classroom, hallway, bathroom, or office).
b. Seek shelter in a hardened structure if you are located in a modular, prefabricated, or temporary structure.
c. Be free of windows and other glass structures.
d. Be at the lowest level possible in the building.

25.4 Tornado

A. Tornadoes are violently rotating columns of air that extend from a thunderstorm to the ground. Tornadoes can:

a. Happen anytime and anywhere;
b. Bring intense winds, over 200 MPH; and
c. Look like funnels.
d. If the area is under a Tornado WARNING, seek shelter immediately! Direct students and visitors to do the following:

i. Go IMMEDIATELY to:
ii. The nearest Severe Weather Shelter Area OR

e. An appropriate area capable of providing protection from the event:

i. Hardened structure
ii. Interior hallway or room
iii. Free of windows or other glass structures
iv. At the lowest level possible in the building – use stairs, do NOT use elevators
v. Go to the center of the room, away from corners, doors and outside walls.
vi. If possible, get under a sturdy table. Use your arms to protect your head and neck. Protect your body from flying debris with any available furniture or sturdy equipment.
vii. Do NOT open windows.
viii. Take account of your co-workers and/or students and attempt to locate missing persons if safety permits.

f. Contingency Plans – If you are outside with no shelter: there is no single research-based recommendation for what last-resort action to take because many factors can affect your decision. Possible actions include:

i. Immediately get into a vehicle, buckle your seat belt and try to drive to the closest sturdy shelter. If your vehicle is hit by flying debris while you are driving, pull over and park.
ii. Take cover in a stationary vehicle. Put the seat belt on and cover your head with your arms and a blanket, coat or other cushion – if possible.
iii. Lie in an area noticeably lower than the level of the roadway and cover your head with your arms and a blanket, coat or other cushion – if possible.

g. In all situations:

i. Do not get under an overpass or bridge. You are safer in a low, flat location.
ii. Never try to outrun a tornado in urban or congested areas in a car or truck. Instead, leave the vehicle immediately for safe shelter.
iii. Watch out for flying debris. Flying debris from tornadoes causes most fatalities and injuries.
25.5 Hurricane

A. Hurricanes typically provide enough time for the College to take protective actions, which may include cancellation of courses, meetings, and the closure of the College. The information in this section is provided to aid in the personal preparedness and response of the College’s faculty, staff, students, and guests.

B. Potential threats from hurricanes include powerful winds, heavy rainfall, storm surges, coastal and inland flooding, rip currents, tornadoes, and landslides. They can affect areas several hundred miles inland. If a hurricane is likely in the area, listen and stay vigilant for alerts.

C. Evacuate if instructed to do so. If a hurricane strikes and you have not evacuated:

a. Stay indoors during the hurricane and away from windows and glass doors.
b. Close all interior doors – secure and brace external doors.
c. Keep blinds/curtains closed.
d. Take refuge in the nearest Severe Weather Shelter Area OR a small, interior room or hallway on the lowest level.
e. Lie on the floor under a table or another sturdy object.
f. Avoid elevators.
g. If trapped in a building by flooding, go to the highest level of the building.

25.6 After a Severe Weather Event

A. Watch out for and stay away from fallen power lines.

B. Stay out of the damaged area.

C. Help injured persons if you can do so without putting yourself in risk of injury.

D. Provide first aid if you are trained. Do not move seriously injured persons unless they are in immediate danger of further injury. Get medical assistance immediately.

E. If you are trapped, try to attract attention to your location.

F. Use the telephone only for emergency calls.

G. Be aware that utilities such as gas, power, and water lines may be damaged. If you are aware of gas leak, power outage, utility failure, or other building damages, report the issue.

H. College Officials or Public Safety Personnel.

25.7 Preparation/Planning

A. When a severe weather warning is issued, many times you only have a few minutes to respond. For this reason, it is essential that employees and students, as well as their family members are prepared.

B. Severe weather can strike anywhere and anytime. Develop a safety plan for you and your family for home, work, school and when outdoors. Following is a list of some basic items that every emergency supply kit (home, office and vehicle) should include:

C. Emergency Supply Kit:

a. Bottled water – one gallon of water per person per day for at least three days
b. Non-perishable food – minimum five-day supply
c. Battery-powered /hand-crank radio, preferably a NOAA weather radio with tone alert and extra batteries for both
d. Flashlight and extra batteries
e. First aid kit and essential medications
f. Whistle to signal for help
g. Dust mask, to help filter contaminated air and plastic sheeting and duct tape to shelter-in-place
h. Moist towelettes, garbage bags, and plastic ties for personal sanitation
i. Wrench or pliers to turn off utilities
j. Manual can opener for canned food
k. Items for infants/toddlers (formula, diapers, etc.)
l. Items for pets (food, water, etc.)
m. Personal hygiene items
n. Matches in a waterproof container
o. Local maps
p. Cell phone with chargers and a backup battery
q. Important documents (i.e. copies of insurance policies, identification, and bank account records saved electronically or in a waterproof, portable container)

D. Home and family:

a. In your emergency supply kit, include instructions on how to turn off your home’s utilities (power, water, and gas).
b. Develop a communications plan with your family members in the event that phone service fails or family members are separated by a severe weather event. A pre-determined meeting location and an alternate method for contacting family members (e.g. out-of-town contacts) should be agreed upon in advance.
c. If your community has an evacuation plan, become familiar with it and understand its direction and impact on your family.
d. Review your plan with your family and practice it. Children and the elderly need to know what to do.

26.1 Background

A. An earthquake is a sudden and rapid shaking of the ground caused by the shifting of rocks deep underneath the earth’s surface. They can happen without warning and result in injuries and damage to property and roads. Since an earthquake cannot be forecasted, it is best to be prepared at all times. They can seriously damage buildings and their contents; disrupt gas, electric, and telephone services.

B. Aftershocks can occur for weeks following an earthquake.

C. In many buildings, the greatest danger to people in an earthquake is when equipment and non-structural elements such as ceilings, partitions, windows, and lighting fixtures shake loose.

26.2 Response

A. If you are indoors, stay there until the shaking stops.
B. Do not run outside.
C. Do not get in a doorway as this does not provide protection from falling or flying objects, and you may not be able to remain standing.
D. Minimize your movements to a few steps to a nearby safe place.
E. Stay calm and take precautions to protect yourself from potential debris:

a. If an earthquake happens, protect yourself right away.
i. Drop, Cover, and Hold On:

1. DROP:
2. Drop wherever you are on to your hands and knees.
3. If you’re using a wheelchair or walker with a seat, make sure your wheels are locked and remain seated until the shaking stops.
4. COVER:
5. Cover your head and neck with your arms.
6. If a sturdy table or desk is nearby, crawl underneath it for shelter.
7. If no shelter is nearby, crawl next to an interior wall (away from windows).
8. Crawl only if you can reach better cover without going through an area with more debris.
9. Stay on your knees or bent over to protect vital organs.
10. HOLD ON:
11. If you are under a table or desk, hold on with one hand and be ready to move with it if it moves.
12. If you can’t find a table or desk, cover your head and neck with both arms and hands.
13. If seated and unable to drop to the floor, bend forward, cover your head with your arms, and hold on to your neck with both hands.
14. Stay away from glass, windows, outside doors and walls, and anything that could fall, such as light fixtures or furniture.
15. Do not use a doorway except if you know that it is a strongly supported, loadbearing doorway and it is close to you. Many inside doorways are lightly constructed and do not offer protection.
16. Be aware that the electricity may go out or the sprinkler systems or fire alarms may turn on.
17. Stay inside until the shaking stops and it is safe to go outside.
18. Do not exit a building during the shaking.
19. Do NOT use elevators.

F. If you are outdoors, stay there.

G. Move away from buildings, overhangs, streetlights, trees, and power lines to a clear area such as a large open public area or field.

H. If you are in a moving vehicle, stop as quickly as safety permits and stay in the vehicle.

I. Avoid stopping near or under buildings, trees, overpasses, and utility wires.

J. Proceed cautiously once the earthquake has stopped.

K. Avoid roads, bridges, or ramps that might have been damaged by the earthquake.

26.3 After an Earthquake

A. Once the shaking has stopped:

a. Look around. If there is a clear path to safety, cautiously leave the building and go to the designated Area of Assembly. There can be serious hazards such as damage to the building, leaking gas and water lines, or downed power lines.
b. Direct students and visitors.
c. If you are trapped, protect your mouth, nose, and eyes from dust. Do not move about or kick up dust.

B. If you have a cell phone with you, use it to call or text for help.

C. Bang on a pipe or wall or use a whistle, if you have one, so that rescuers can locate you.

D. Expect aftershocks – be prepared to “Drop, Cover, and Hold On”.

E. Text messages may be more reliable than phone calls. Save phone calls for emergencies.

F. Be aware that utilities such as gas, power and water lines may be damaged. If you aware of damaged utilities, report the issue.

G. Help injured or trapped persons, if you can do so without putting yourself in risk of injury.

H. Do not move seriously injured persons unless they are in immediate danger of further injury.

I. Get assistance immediately.

J. Wait for instructions from College Officials or Public Safety Personnel.

27.1 G.A.T.O.R. Coordinator Program Overview

A. The health, wellbeing, and security of our students, faculty, staff, and guests is one of Virginia Peninsula Community College highest priorities. As a commuter-based distributive campus and education site community college with nearly thirteen individual buildings, some of which are multi-story, and many with large square footage layouts, the College has determined that it is necessary to enlist the assistance of the Virginia Peninsula Community College Gator Community to serve as additional eyes, ears, and resources to support our greater college community.

B. The College’s Department of Police, Safety, and Security in collaboration with the Facilities, Buildings and Grounds Department have developed a Building Manager – Floor/Zone Coordinator program to serve as liaisons to the greater campus community, Department of Police, Safety, and Security and the College’s Facilities, Buildings and Ground Department for wellbeing, safety, security, emergency preparedness, response, recovery efforts, as well as building maintenance and requests for buildings and grounds services.

27.2 Definitions

A. Building Emergency Guidelines (BEG) – Building Emergency Guidelines are established for each College building or educational location. The BEGs will be included as an annex to the College’s CEPF. BEGs will be developed by building managers, floor, and zone coordinators for their assigned building(s) in collaboration with the Department of Police, Safety, and Security using a standardized framework template.

B. G.A.T.O.R. Coordinators – serve as the primary contact (liaison) for their building prior to (preparation and mitigation), during (response), and when recovering (recovery/continuity) from a situation, incident, and/or event.

C. Zone G.A.T.O.R. Coordinator – collaborate with Lead G.A.T.O.R. Coordinator and serve as the primary contact (liaison) for their zone (geographic area within a building or location prior to (preparation and mitigation), during (response), and when recovering (recovery/continuity) from a situation, incident, and/or event.

27.3 Program and Professional Development

A. Each College building will have a G.A.T.O.R. Coordinator. College buildings with multiple floors and/or expansive square footage will be divided into zones and will have Zone G.A.T.O.R. Coordinator assigned to each preidentified.

B. The Department of Police, Safety, and Security shall coordinate the G.A.T.O.R. Coordinator Program and will provide orientation training to G.A.T.O.R. Coordinators.

28.1 The College has adopted the Standard Response Protocol (SRP), which was developed by the I Love U Guys Foundation and is used by colleges, universities, school districts, and public agencies across the country.

28.2 The SRP is built on one simple idea: Clear language leads to clear action. The SRP uses five standardized actions “Protective Actions” that apply to any emergency situation.

A. Hold
B. Secure
C. Lockdown
D. Evacuate
E. Shelter

28.3 Each Protective Action:

A. Has a specific meaning
B. Tells you exactly what to do
C. Will be issued as a Gator Alert Protective Action Alert following the issuance of a Gator Alert Emergency Notification
D. Helps eliminate panic and confusion

28.4 At Virginia Peninsula Community College, these actions may be communicated through:

A. The VPCC Gator Alert System as Protective Action Alerts,
B. Delivered in the Gator Ready Mobile Safety App, or by
C. Verbal instructions, directives, or orders provided by Department of Police, Safety, and Security officers, faculty, staff, and/or building coordinators

28.5 One of the most important concepts of the SRP is that it:
A. Focuses on the action, not the scenario.
B. You may not immediately know why an action has been called—and you don’t need to.
C. For example:
a. You may not know what caused a lockdown
b. You may not know where a hazard is located
c. You may not know how long the situation will last
D. What matters is that:
a. You recognize the action
b. You follow the instructions immediately
c. You remain flexible as conditions change
E. Now, let’s walk through each of the five SRP actions in detail.

28.6 Every member of the VPCC community plays a role in safety.

A. Review the College’s Take Action Guides on the web
B. Familiarize yourself with College’s Take Action Emergency Posters
C. Know your surroundings, building exits, marked refuge/shelter areas, fire extinguishers, AEDs, gas shutoffs, Know your building exits
D. Register for Gator Alert and download the Gator Ready App.

29.1 Medical Emergencies

A. Medical emergencies will occur at Virginia Peninsula Community College and it is important that members of the College community understand how to respond to protect human health and safety.

B. Medical emergencies can occur at any time and may be the result of traffic accidents, slips, trips or falls, pre-existing health conditions, workplace accidents, etc.

29.2 Preparation

A. To prepare for a potential medical emergency, consider the following:

B. To prepare for a potential medical emergency, consider the following:

C. Receive CPR, First Aid Training, and Bleeding Control Training.

D. Know the locations of Automatic External Defibrillators (AED) and receive AED Training.

E. Maintain an adequate supply of prescription medication(s) with you, if necessary.

F. Update your emergency contact information – in the event that someone must be contacted in an emergency.

G. Notify your supervisor and/or co-workers of health conditions, if you are comfortable doing so and if it is necessary for your safety in the event of an emergency.

H. Know or maintain contact information for your primary care physician and the location of hospitals near your work and home.

29.3 Procedures/Response

A. If someone requires immediate medical attention:

B. Immediately call or have someone call 9-1-1 and report the emergency.

C. Call, or have someone call the College’s Department of Police, Safety, and Security.

D. Provide the following information:

a. Type of emergency
b. Building address and the exact location of the victim (building, floor, and room number)
c. Condition of the victim
d. Identity of the victim
e. Suspected or known cause of the injury or illness
f. Any dangerous conditions, downed wires, chemical spills, etc…
g. Provide first aid and medical assistance as necessary, if trained.
h. Follow instructions of the Emergency Dispatcher.
i. Do not move the victim unless they are in immediate danger.
j. If the victim is conscious, try to comfort them and obtain medical information (i.e. medical problems, medications, etc.). Any medical information will assist medical personnel if the victim loses consciousness.
k. If the victim is unconscious and not breathing, locate an AED if available, turn it on and follow the instructions provided by the unit.

This section provides general facility décor, season, event, and activity decoration guidelines. If you have specific questions that are not addressed in this section or would like additional information, please email the Facility Services Director and the Director of Safety and Security.

At no time shall any décor or furnishing block, inhibit, and render inoperable life safety systems or equipment, means of access or egress from rooms, spaces, and/or buildings, block wayfinding, directional, and/or emergency signages, cameras, or cause to cover any of the above or create a situation that violates the provisions of the Americans with Disabilities Act.

30.1 General Interior Décor Guidelines

A. In Virginia, decoration standards for state and public buildings are primarily governed by the Virginia Uniform Statewide Building Code (VUSBC) and the Virginia Statewide Fire Prevention Code (SFPC), which are codified in the Administrative Code of Virginia. These regulations focus on life safety, specifically limiting the use of combustible materials and ensuring that decorations do not interfere with emergency systems.

30.2 Interior Decoration & Vegetation Limits

B. Specific limits apply to how much area decorative materials can cover to prevent the rapid spread of fire:

C. Wreaths and Door Decor: Decorative items on doors must not obstruct operation and cannot exceed 50% of the door’s surface area.

D. Artificial Vegetation on Walls: Decorative artificial plants or greenery are limited to no more than 30% of the wall area they are attached to.

E. Free-standing Decorations: Artificial vegetation not attached to walls or doors must not exceed three feet in any dimension.

F. Curtains, Draperies, and Hangings (see also the Window and Glass Covering Section)

G. At no time shall flammable and/or combustible decorative materials (like paper, cardboard, fabric hangings, etc.) be hung from and/or affixed to doors, windows, walls, light fixtures, and/or ceilings.

H. Wall Coverage: event and activity decorations, artwork and teaching materials cannot exceed 20% of the total wall area.

I. Door Regulations: Paper decorations are prohibited on classroom doors, and contact paper is prohibited. This includes items used to cover the windows in doors.

J. Burlap, fish netting, and large combustible materials are prohibited.

K. Stairs

a. The handrail is for stability, not decorations. If stairs have a handrail on both sides, leave both undecorated. This ensures the functionality of handrails for individuals with the use of only one hand, as well as preventing potential collisions for individuals who need the handrail going both up and down the stairs.

b. No decorations can be placed and/or fixed to a stair tread, riser, landing, or in anyway that may cause to impede access and egress using stairs.

L. Corridors

a. Any type of decorations (such as Christmas trees) are prohibited from sitting in the hallway corridors or in front of emergency exits or stairwells.

b. No exits can be blocked for any reason.

c. Exits signs cannot be blocked and decorations cannot be applied to or hung from exit signs for any reason.

d. Decorations cannot be placed and/or erected to block and/or mimic an exit.

e. There shall be no projections into the clear width of the corridor from a height of 27 inches to the floor or ground. Projections from 27 inches upward, shall not exceed 4 inches.

30.3 Architectural and Artistic Standards

A. For state-owned structures, there are additional aesthetic and administrative requirements. Any “work of art” or permanent decorative addition to a state building must be submitted to the Facility Services Director for approval prior to installation.

30.4 Event, Activity, Seasonal, and Holiday Decoration Guidelines

The following event, activity, seasonal, and holiday decoration and display safety guidelines are offered to help keep this festive time of the year from being marred by fires or accidents.

A. Electrical (also see the electrical safety section of this manual)

a. All lighting and power strips must be UL listed. Keep in mind there are products on the market that may say “Tested to Underwriters’ Standards” or, “Meets Underwriters’ Standards.” This is not the same as the Underwriters’ seal or label.

b. Battery powered lights are preferred.

c. Lights should be plugged directly to a wall outlet. A single grounded (three-prong) power strip may be used to connect directly to a wall outlet.

d. No more than three sets of lights can be connected together, unless otherwise specified by the manufacturer. The lights must be in good operating condition. Lighting with broken sockets or frayed/damaged electric cords cannot be used.

e. No cords for lighting and/or other power can be run through openings, i.e. doors or windows.

f. Lights used for decorations must be unplugged (not just turned off) at the end of each day.

B. Tree Foliage

a. Live trees, live cut trees, pinecones, mistletoe, wreaths, bales of straw/hay are not permitted.

b. Artificial trees must be flame-resistant or flame retardant. Artificial trees with built-in electrical systems (e.g., lights) need to have the Underwriters’ Laboratory (UL) label.

c. Although metal trees are not a fire hazard, they may become a shock hazard if placed near an electrical outlet or faulty lighting strings are placed directly on them. Inspect lighting carefully before use.

d. Do not locate a tree where if upright or fallen, it would block corridors, stairs, or exit doors.

C. Candles or other open-flame decorations are prohibited.

D. Doors, Walls, Ceilings, and Floors

a. Use only non-combustible or flame-resistant materials. Do not use cotton batting, flock, or paper unless the material is listed as fire resistant or flame retardant.

b. No straw, hay, cornstalks, or similar combustibles are allowed inside any building.

c. Keep all materials away from heat sources.

d. Decorations (including string lights of any kind) are not permitted to hang from the ceiling or sprinkler heads and must be at least 18 inches away from sprinkler heads.

e. Doors, walls, floors, desks, work desks, or any other furniture or building structure are prohibited from being completely wrapped in lights, paper, tinsel, or any other combustible materials. No more than 10% of any surface is permitted to be covered.

E. Installation: Decorations should not be suspended from ceiling tiles or obstruct electrical outlets.

F. Placement: decorations should be reflective of the season, event, and/or activity.

G. Event/Activity decorations may be displayed 24-hours before the event/activity and must be removed within 24-hours of the event/activity completion.

H. Fall decorations may be displayed from August 15th through December 1st.

I. Winter holiday decorations may be displayed from the Monday before Thanksgiving and must be removed by the third week of January.
J. Temporary Structures:

A. May not be erected/built inside and/or on the grounds of college owned, controlled, and/or leased spaces without written permission of the Facility Services Director.

The College must balance the positives provided by windows and glass in building construction with the safety and security aspects that can accompany glass construction features, as well as financial and environmental efficiencies. The College considers space utilization, privacy, requirements, need, safety, and security when determining the type and location of window and glass coverings. Window and glass coverings may include, but are not limited to window film, etching, blinds, and/or other approved coverings. The College focuses primarily on the use of code compliant approved window films and/or blinds.

Departments, divisions, and/or units shall not replace any glass with other products, install or cause to install any coverings without written permission from the Director of Facility Services.

Departments, divisions, and/or units, with approval from their Cabinet-level representative may submit a facility maintenance in Team Dynamix for window covering(s). The specific location(s), type of covering, and the reason for the covering, and the source of funding for the coving, if approved must be provided in the request.

Submission of a window covering request does not constitute approval. Each request will be considered on a case-by-case basis.

Non-approved and/or compliant window coverings may be removed without notice by G.A.T.O.R. Coordinators, Facility Services, and/or the Director of Safety and Security.

31.1 Security Window Film

A. Security window film may:

a. help glass stay intact when struck or broken.
b. add a protective layer to delay forced entry.
c. delay intruders by holding shattered glass in place.
d. deter intruders looking for fast entry
e. obscure visibility into the space.
f. allow natural light and visibility

B. Window films are not bulletproof.

C. They do not stop gunfire or high-caliber rounds.

D. They reduce access, not eliminate risk.

31.2 Blinds

A. Blinds may:

B. act as a vital security component
C. provide a visual obstruction during lockdowns,
D. enhance safety by creating immediate privacy,
E. provide Intruder Deterrence:
F. Blinds must be approved and meet or exceed safety and best practice standards:
G. Cordless Design:
H. Weighted Bottom Bar
I. Constructed of code compliant approved materials.

32.1 First Aid Kit Requirements

First-aid supplies are strategically located and made available as required by the Occupational Safety and Health Administration (OSHA) in accordance with standards established by the American National Standards Institute (ANSI), and the International Safety Equipment Association (ISEA) in ANSI/ISEA Z308.1-2021.

The college provides and is financially responsible for all common area first-aid kits, supplies, and/or other regulatory required emergency supplies, equipment, as well as kit, supply, equipment replenishment that meet the College’s first-aid kit standards and/or equipment standards.

The department and/or unit provides and is financially responsible for all career and technical education, high-risk, and/or laboratory required first-aid kits, supplies, and/or other required emergency supplies, equipment, as well as kit, supply, equipment replenishment/replacement that meet the College’s first-aid kit standards and/or equipment requirements.

32.2 First Aid Kit Requests

Virginia Peninsula Community College strives to ensure that appropriate first-aid supplies are strategically located throughout facilities owned and/or controlled by the college, as well as to ensure that minimum regulatory requirements are met. However, from time to time, employees may inquire about adding additional capacity to the available cache of supplies or suggest an additional or alternate location. The process of requesting additional first aid kits, additional (not replenishment) first aid supplies, and/or changes of current deployment locations must be submitted for review and consideration in Team Dynamix by completing a First Aid Kit request ticket.

Employees are encouraged to consult with the supervisor prior to submitting a request for additional kits, supplies, and/or suggesting a change in location, as the College ensures that minimal requirements are met through strategic deployment, and additional kits and/or supplies ae the responsibility of the requesting department and/or unit.

The procurement of additional non-required first-aid kits is prohibited.

32.3 First Aid Kit Inventory and Maintenance

Common Area First Aid Kits and Supplies: The G.A.T.O.R. Coordinator(S) shall collaborate and share the responsibility for conducting a monthly review of common area first aid kits supplies, as well as collaborating with Lab Managers, High-Risk Instructional Program Leads, and/or other department/unit leadership to ensure that all first-aid kits in their building are inventoried and replenished appropriately.

High Risk Instructional Program First Aid Kits and Supplies: The Department Chair, Program Coordinator, and/or Program Dean/Director with oversite of identified high risk instructional programs (credit and non-credit) shall be responsible for conducting a monthly review of first-aid kits, eye wash stations, fire blankets, and/or other first/emergency aid supplies and/or equipment in their respective program areas, as well as collaborating with the G.A.T.O.R. Coordinator and other Lab Managers, High-Risk Instructional Program Leads to ensure that all first-aid kits in their building are inventoried and replenished appropriately.

Laboratory First Aid Kits and Supplies: The Department Chair, Program Coordinator, and/or Program Dean/Director with oversite of identified lab spaces requiring first-aid kits, eye wash stations, fire blankets, and/or other first/emergency aid supplies and/or equipment (credit and non-credit) shall be responsible for conducting a monthly review of first aid kits supplies and/or program specific emergency equipment in their respective programmatic lab areas, as well as collaborating with the G.A.T.O.R. Coordinator and other Lab Managers, High-Risk Instructional Program Leads to ensure that all first-aid kits, eye wash stations, fire blankets, and/or other first/emergency aid supplies and/or equipment in their building are inventoried and replenished appropriately.

32.4 First-Aid Kit and Emergency Supply/Equipment Replacement/Replenishment/Repair

All requests for first-aid kit replacement, first-aid supply replenishment, and/or emergency supply and equipment replacement require the submission of a Team Dynamix ticket.

Health, safety, emergency equipment and/or supplies that are fixed, mounted, and/or must integrate into college infrastructure i.e., flammable cabinets, fume hoods, hazardous materials storage, vented safety systems, mounted fire blankets, suppression systems, items that require utility connectivity, etc. shall not be purchased and/or installed without appropriate approval.

Requests for health, safety, emergency equipment and/or supplies that are fixed, mounted, and/or must integrate into college infrastructure require the submission of a Team Dynamix ticket. This submission initiates a project review and consideration process.

32.5 Virginia Peninsula Community College First Aid Kit Standards

First-aid supplies are strategically located and shall be made available as required by the Occupational Safety and Health Administration (OSHA) in accordance with standards established by the American National Standards Institute (ANSI), and the International Safety Equipment Association (ISEA) in ANSI/ISEA Z308.1-2021.

Provided below are the College guidelines for workplace first aid kits and the minimum requirements of the kit contents.

All first-aid kits and/or refill supplies shall meet the current ANSI/ISEA Z308.1 standards (currently ANSI/ISEA Z308.1-2021).

If you have questions about first-aid kits or refills, please contact the Director of Safety and Security.

First-aid kits and refills shall NOT include aspirin, non-aspirin pain relievers, antacids, ammonia inhalants, or any other oral or inhalant medicinals.

New first aid kits or replacement cabinets shall not be purchased without prior consultation with the Department of Police, Safety, and Security. This is to ensue that the additional/replacement kit complies with strategic deployment standards.

First-aid kit refills may be purchased as necessary and appropriate in accordance with these standards.

Standard Workplace First Kit Unitized/Color Coded Refill

ANSI/ISEA Z308.1-2021 Class A (25 person) Type I

No Oral/Inhalant Medicinals

Example: Grainger Complete Refill or Kit: 94 Components, 25 People Served, ANSI/ISEA Z308.1-2021 – Item 794KJ3 – Mfr. Model 91359

Enhanced Workplace Hazard First Aid Kit Unitized/Color Coded Refill

ANSI/ISEA Z308.1-2021 Class B (50 person) Type I

No Oral/Inhalant Medicinals

Example: Grainger Complete Refill or Kit: 226 Components, 50 People Served, ANSI/ISEA Z308.1-2021 – Item 796J80 – Mfr. Model 91131-021

Do NOT purchase the items below without consulting the Director of Safety, and Security.

Standard Workplace First Kit (Non-Hazardous Environments)

ANSI/ISEA Z308.1-2021

Class A (25 person)

Type I

No Oral/Inhalant Medicinals

Example: Grainger

FIRST AID ONLY First Aid Kit and Housing: 83 Components, ANSI/ISEA Z308.1-2021, Type III, Class A

Item 794KH9

Mfr. Model 91348

Enhanced Workplace Hazard First Aid Kit(Specific High-Risk Instructional/Work Programs i.e., Workforce Marine and Trades Programs, Automotive, HVAC, and Facilities Services)

ANSI/ISEA Z308.1-2021

Class B (50 person)

Type I

No Oral/Inhalant Medicinals

Example: Grainger (Must Order Refill to Stock)

Empty First Aid Kit: 10 1/4 in Overall Ht, 14 3/4 in Overall Wd, 4 5/8 in Overall Dp, White, Metal

Item 488G58

Mfr. Model M5024

33.1 Facility, Event, and Activity Requests

All requests for facility use and/or to conduct events and activities on college owned and/or controlled property require the submission of a Team Dynamix request. External requests shall be submitted in Team Dynamix by the authorized college representative.

33.2 Event/Activity Organizer /Planner Responsibility

The event/activity organizer/planner is responsible for mitigating risk, safety, security, and actions of their event/activity guests/participants. VPCC requires event planners, organizers, sponsors, hosts, and their guests to follow all Virginia Community College System and VPCC policies, procedures, Health and Safety Guidelines, as well as all local, state, and federal laws and regulations.

If you are requesting to use a VPCC facility (indoors or outdoors) and/or are an  event/activity planner, organizer, sponsor, and/or host, please take time to thoroughly review the VPCC Facility Use Policy and the guidelines, procedures, and requirements herein, as well as other pertinent sections of the VPCC Health and Safety Guidelines and Procedures Manual; which may include, but not be limited to Sections 1, 4, 5,  14, 15, 21, 25, 26, 29. 30, 34, and 35.

The event/activity organizer/planner is responsible for completing the Event/Activity Emergency Action Plan and reviewing the College’s Hazardous Weather Guidelines and Checklist, available in the College’s Health and Safety Guidelines and Procedures.

Event/activity organizer/planner their unit or renters will be responsible for the costs incurred by the College to support event safety/security, information technology use, event mobilization, demobilization, and operation, as well as for clean-up/maintenance and/or damage repairs as requested and/or as determined necessary due to the actions of guests/participants. 

33.3 Non-Permitted Items

The following items are not permitted for use as part of any event and/or activity on VPCC owned and controlled property.

• Glitter
• Glitter spray
• Aerosol Glitter
• Confetti
• Confetti shooters
• Confetti cannons
• Aerosol confetti
• Balloons – All (Latex, Mylar, Foil, Confetti, etc.)
• Smoke bombs
• Stink bombs
• Powder cannons
• Aerosol cannons
• Silly String, Wow String, Giggle String
• Spray powder
• Color spray
• Paint
• Party foam
• Colored hair spray
• Party snow spray
• Hand Thrown Streamers
• Shaving cream
• Mod Podge
• Non-pyrotechnic poppers, launchers, and/or pull string tubes utilizing compressed air, springs, or hand-thrown/pulled mechanisms to launch streamers, confetti, or any other items, or items that simulate and/or could be mistaken for gunfire.
• No flaming or sparking candles, lanterns, torches, butane burners, oil lamps, sconces, or insect repellents.
• No tape may be placed on the floor, windows, and/or walls
• No holes may be placed in walls
• The college reserves the right to deny any and all other items that may be determined to pose a threat, hazard, nuisance, or potentially compromise public safety.

33.4 Marketing and Branding Your Event/Activity with VPCC

All event and activity (internal and external) marketing and branding that references and/or requests to use VPCC logos, taglines, names, etc. require consultation with, and authorization from the Director of Marketing and College Relations, or their designee.

Requestor must note this on their facility, event, and activity request and a representative will contact if your event is approved.

33.5 Event/Activity Communication and Emergency Notification

Communicating with event/activity staff, visitors, and/or guests while attending or participating in your event at one of our facilities is important. You must have a plan in place to communicate important or critical information to your event/activity attendees. All event/activity planners, organizers, and/or sponsors shall ensure that the VPCC Gator Alert Guest/Visitor 24-hour Registration for Text Message Alerts information is shared during the invitation process, attendee confirmation process, as well as on advertising material authorized by VPCC. Below is sample messaging that may be used to fulfill this requirement.

“Welcome to VPCC, please take a moment to register to receive VPCC emergency alerts for a 24-hour period that may be issued during your visit by texting gatoralert (all one word) to 67283. VPCC does not charge for this service; message and data rates may apply, check with your carrier. This service is provided per the Terms of Service and Privacy Policy.”

33.6 Facility Access

If you are an external facility user that have been approved/authorized to use VPCC facilities for your activity or event, an authorized VPCC representative will provide information regarding the facility access process.

Event/activity staff are responsible for securing College assets in College facilities and regulating when and how guests and tenants may access, if authorized the buildings in conjunction with the Department of Police, Safety, and Security.

Event/activity organizer/planners may work with event staff to arrange for vendor access or College facilities. Vendor set-up time must be included in the reservation. Vendors requesting access outside of reserved event set up time may be accommodated but may result in additional fees to the sponsor.

Access to exterior doors will be issued only to authorized College staff whose responsibilities may require them to access College facilities/spaces during non-operational hours.

• Entry doors may NOT be left ajar or propped open.
• Do not allow others into the facility who are not authorized to be in the facility.

1. Events which take place outside normal business hours

33.7 Ground Disturbance/Penetration (digging, staking, impaling of grounds)

Ground disturbance or penetration including but not limited, to digging, staking, and/or impaling of ground membranes (i.e., soil, grass, dirt, concrete, asphalt, brick, etc.) on any VPCC owned or controlled property is strictly prohibited without the written permission of the Facility Services Director, or their designee.

Events and activities that include requests to disturb or penetrate ground membranes require a detailed site plan with the location and type of disturbance and/or ground penetration requested with the submission of the facility, event, and/or activity request.

VPCC will NOT approve ground penetrations that are used to secure tents, or other temporary structures.

Ground penetrations will be considered for the placement of temporary fencing, festive or advertising flags, and certain ground-level temporary signage.

The renter, event, and/or activity planner or their department may be responsible for the costs (VPCC and/or other contractor) of service (utilities, etc.) disruptions, investigations, and/or repairs, etc. related to unauthorized ground disturbance or penetration.

33.8 Stormwater Pollution and Illicit Drainage

The College must prevent storm water pollution and illicit discharges to the maximum extent practical in its daily operations and during construction activities. Faculty, staff, students, visitors, and guests should be knowledgeable of how potential pollutants are handled and stored to help prevent stormwater pollution.

The renter, event, and/or activity planner or their department may be responsible for the costs (VPCC and/or other contractor) of services to mitigate, respond to, and/or cleanup/repair/restore areas that are the direct result of event, activity, and/or guest behavior or negligence that pollutes the VPCC and/or other state and local water or wastewater systems/infrastructure.

33.9 Crowd Control, Egress, and Safety Planning

The safety of all tenants, participants and guests within an event space is ultimately the responsibility of the event/activity organizer/planner. Prior to the event, it is essential to consider how many individuals will occupy the event space, what process will be used to check people in, and how people will leave, and how accountability will be maintained when an evacuation is necessary.

When planning, and on the event date, make sure to consider the event setup/egress, capacity of the space, and ways to keep guests aligned with policy.

33.10 Event/Activity Mobilization (setup)

All event/activity venue mobilization (setup) must follow all federal, state, VCCS and VPCC laws, regulations, guidelines, policies, and procedures. Information regarding permissible décor, tents, and other temporary structures and amusements is available in the VPCC Health and Safety Guidelines and Procedures. Event/activity organizer/planners shall ensure that required paths of egress are present within event and meeting spaces. Do not relocate or add furniture without consulting with facilities staff. An example of setup requirements includes maintaining a minimum egress aisleway of 44-inches.

33.11 Event Capacity

Meeting spaces have maximum occupancy loads (capacities) posted for each type of event setup. Attendance at any event may not exceed the maximum capacity for that event’s setup. In the event that capacity is reached, the onsite College official and/or the Department of Police, Safety, and Security Department representative will direct the event sponsor to address the situation in a timely manner. If the event organizer fails to address the issue, the Department of Police, Safety, and Security will be advised/contacted to address the issue and could potentially end the event.

33.12 Crowd Control

Any person exhibiting behavior that intentionally and/or recklessly threatens their safety, the safety of others, or the security of the facility will be asked to stop immediately and may be asked to leave the event/facilities.

33.13 Right to Monitor

The College reserves the right to monitor activities taking place within all meeting and event spaces to ensure they are in compliance with applicable rules, policies, agreements, and/or laws. Blocking peepholes, windows, or meeting room entrances is prohibited and may lead to loss of reservation privileges.

33.14 Disruptive Audience Members

The College, as a marketplace of ideas, believes that event sponsors have the right to share speakers and ideas that may at times be controversial. If event organizers believe that their event may have disruptive audience members (individuals who interrupt the event via protest or unruly behavior), it is crucial to plan in consultation with the College and the College’s Department of Police, Safety, and Security. For the safety of the College community and/or event attendees, restrictions or requirements may be imposed on event organizers and attendees, including requiring additional safety and/or measures and/or personnel.

Please plan in consultation with College event/activity staff broadly if there are concerns about disruption. Recommendations normally include a representative of the host organization sharing a pre-prepared statement to outline the expectations of audience members. College staff will work with you to develop this statement.

33.15 College Response

Should there be a disruption, College officials either in attendance, or after being informed (to include the Department of Police, Safety, and Security) by the host group, will ask the disruptive individuals to stop. College officials will offer to assist with relocation to a nearby site where they may continue to exercise their speech rights in a manner that does not hinder the ability of others to see, hear, and/or engage with the event and/or speaker.

If a protestor does not comply with the request to stop or relocate to the nearby location, a College official will formally direct them to cease and desist or leave the premises immediately.

If the disruption continues, College officials will seek assistance from the Department of Police, Safety, and Security and/or local or state law enforcement resources.

33.16 Emergency Procedures

Event/activity organizer/planner are required to complete an Event/Activity Emergency Action Plan for their event/activity.

Event/activity organizer/planners are responsible for reviewing and following, and/or requiring attendees to follow all federal, state, and local laws, VCCS and VPCC policies and procedures, as well as the VPCC Health and Safety Guidelines and Procedures that are applicable to fire safety, general safety, décor, events, tents, etc.

In the event of an emergency, all guests are to follow the directions of the event management staff and College emergency personnel. During a fire alarm, all persons must exit the building quickly and orderly through the nearest exit and proceed to a safe distance as directed by College staff and/or emergency personnel.

Individuals or organizations which fail to leave during an evacuation risk losing event/facility request/reservation privileges.

33.17 Temporary Structures (tents,etc.)

See also Section 34 for specific information about Temporary Structures (Tent, Stage, Platform, Bleachers, Grandstands, Amusement Devices & Other Structures)Temporary structures include, but are not limited to tents, stages, platforms, bleachers, grandstands, amusement devices, and other structures.

Amusements include inflatables, i.e. bounce houses, slides, ball pits, etc.

33.18 Youth/Minors (individuals under 18)

Requestors are required to disclose on the event/facility request form if minors (individuals under 18 years of age) will participate and/or be authorized to attend the event.

33.19 Open Flames/Pyrotechnics

Open flames, combustibles, and fireworks/pyrotechnics are not allowed within any space and/or on College grounds. Activities/events which require these activities must indicate such on the request form and will be required to comply with building and fire code regulations, the Code of Virginia, local ordinances, must be permitted, and shall be subject to inspection and oversight by the Department of Police, Safety, and Security and/or the Authority Having Jurisdiction (AHJ).

33.20 Personal Behavior

Behavior that violates College policy or federal, state or local law will not be tolerated and may result in College sanctions, disciplinary action, criminal prosecution and/or loss of event/facility request privileges.

33.21 Strobe Lights, Smoke Machines, and Hazers

Strobe lights may cause health issues for certain individuals. Strobe lights are allowed in enclosed areas only. Clients using strobe lights must set them to flash no more than 5 flashes per second and must also post signage outside the event to inform guests a strobe light is in use.

The use of smoke machines/hazers will set off fire alarms within College facilities. Use of these devices inside any building or within 25-feet of any building on campus is strictly prohibited to prevent activation of fire alarms, block visibility, and/or cause someone to believe the building is on fire. Use of smoke machines and hazers must be approved as part of the request review process. If authorized, College staff may stop the use if it is determined that their use is creating a health, safety, and/or facility hazard.

33.22 Transportation

The use of bicycles, scooters, golf carts, skateboards, unicycles, roller skates, roller blades, electric or motorized bicycles, hover boards, etc. is prohibited inside College spaces. Bicycle racks are provided outside for securing property around grounds. Parking, riding, and movement of vehicles, wheeled or otherwise is prohibited within College facilities except those used for transporting individuals with disabilities or those operated by College staff with proper authorization.

Lithium-Ion battery powered devices shall not be connected to and/or charged inside or from College buildings.

33.23 Use of Outside Equipment (AV, generators, etc.)

The College reserves the right to deny outside equipment and amusements. If approved, the College may wish to perform an inspection on the day of the event prior to the scheduled start time to ensure that it meets safety standards for grounds.

Generators may be used in accordance with the following requirements:

• When used in proximity to tents, review the tent requires in Section 34.
• Never use generators indoors or in enclosed areas like buildings, tents, and/or garages.
• Position units in open areas, at least 20-25 feet from buildings, air intakes, windows, doors, and guest areas to avoid carbon monoxide (CO) buildup.
• Allow 3-4 feet of clear space around all sides and on top of the generator.
• Turn off the generator and let it cool completely before refueling to prevent flash fires.
• Store fuel in approved metal containers, away from the generator and public areas in compliance with the International Fire Code, as amended by Virginia.
• Use heavy-duty, UL listed, outdoor-rated extension cords.
• Ensure all equipment is properly grounded and that circuits are protected by breakers.
• Ensure the generator capacity is adequate for the load. Calculate total power needs and add a 20% safety margin; if total power is 7,700 watts, ensure the generator can handle at least 9,240 watts.
• When and where possible, set up a, barrier or fence to keep the public at least 20 feet away from the unit.
• Keep generators dry, avoiding operation in rain or standing water.
• Check generators for leaks, unusual noises, and fuel levels regularly.
• Use a battery-operated CO detector near the event area, especially if the generator is near food service or guest areas.
• Consider noise levels and use noise suppressed generators or inverters when noise pollution may negatively impact the event, activity, and/or guest experience.

33.24 Audio and Public Address System (DJs, etc.)

When audio or public address systems are used outdoors, the volume and hours of operations must be within permissible local requirements, as not to cause a disturbance or nuisance.

When audio or public address systems are used indoors, the volume and hours of operation must be at a volume appropriate for the venue size, not to cause a disturbance or nuisance, not interfere with the educational experience, and not interfere with or overpower life safety alerting devices (i.e. fire alarms).

33.25 General Staging Information – Permit Required

If utilizing a third-party stage or tent (anything not setup by the College) the following rules apply:

• Equipment is to be setup correctly, according to manufacturer’s guidelines (legs fulling extended, platforms locked together, etc.).
• Any stage 18” or higher requires handrailing.
• Any transition area 12” or greater, between the platforms and/or ground requires a staircase.
• Stage Skirting and tent canopy has proper flame-retardant certificates in accordance with NFPA 701 – Documentation needs to be available for review by the Department of Police, Safety, and Security and/or the State or AHJ Fire Marshal, if requested.

33.26 Fire Extinguishers

During the request review process, the Department of Police, Safety, and Security in collaboration with the College’s facilities staff will determine the need for and/or require fire extinguishers be readily available outdoors and/or in tents or other spaces in accordance with the Statewide Building and/or Fire Prevention Code. Depending on the scope and/or scale of events, the State and/or AHJ Fire Marshal may impose requirements and/or conduct inspections prior to the event.

33.27 Cooking Equipment

Cooking equipment fixed within a facility shall be used in accordance with the manufacturer’s requirements and shall meet all health and fire protection requirements.

Cooking equipment provided and/or used outdoors shall be used in accordance with the manufacturer’s requirements and in accordance with federal and state regulatory and permitting requirements, and shall meet all health and fire protection requirements and is subject to permitting and inspection by the Department of Police, Safety, and Security, the Virginia Department of Health, and/or the State or AHJ Fire Marshals Office.

33.28 Food Service

Also refer to Food Safety in Section 37.

Any onsite cooking may be required to complete additional permitting processes, requiring licensing and/or certification, etc. Requests to cook at your event/activity must be noted in your request.

All food service and disposal shall confirm to Virginia Department of Health food service guidelines, as well as industry best practices related to temperature control, refrigeration, hold times, etc.

Foods that have not been held at appropriate temperatures, for appropriate time frames should not be donated after the event, they should be appropriately discarded to prevent the potential for foodborne illnesses.

33.29 Food Trucks

All food trucks are subject to inspection by the Department of Police, Safety, and Security and/or the State Fire Marshals Office.

The College reserves the right the deny food trucks the ability to be on and/or do business on campus that are not compliant with any of the requirements below and/or who are found to be in violation of the Statewide Fire Prevention Code or VPCC policies, procedures, and/or guidelines.

Food trucks that meet all of the below requirements may be invited to campus events/activities:

• Have valid motor vehicle inspection sticker.
• Have valid license plates.
• Have a valid Virginia Department of Health (VDH) Mobile Food Unit Permit
• Have a valid local business license from their city/county commissioner of revenue

• Have a current Fire Marshal inspection*

• In accordance with the Virginia Statewide Fire Prevention Code (SFPC), mobile food preparation vehicles that are equipped with appliances that utilize open flames or produce smoke or grease laden vapors shall comply with this section.

• 319.1.1 Wheel chocks. Wheel chocks shall be used to prevent mobile food preparation vehicles from moving.

• 319.1.2 Separation. Mobile food preparation vehicles shall be separated from buildings or structures, combustible materials, vehicles, and other cooking operations by a minimum of 10 feet (3 m).

• 319.2 Permit required. Permits shall be required as set forth in Section 107.2.

• 319.2.1 Permit Authority Having Jurisdiction (AHJ).

The enforcing agent of a permit requirement on a mobile food preparation vehicle (MFPV) shall be the appointed fire official for the Virginia local government which the food truck is identified for personal property tax payment of the vehicle. If no such entity exists, if the local government has elected to not enforce this section of the SFPC, or if the MFPV is housed out of state, then it shall be the State Fire Marshal’s Office (SFMO) or designee.

33.30 Alcohol

Also refer to Food Safety in Section 37.

VPCC requires special authorization for anyone to possess, serve, and/or consume alcohol as part of facility use, event, and activity authorizations.

Event/activity planners/organizers and/or facility requestors are required to indicate their desire to provide alcohol at any event/activity on property owned and controlled by VPCC.

VPCC reserves the right to deny the possession, service, and/or consumption of alcohol at any time, for any reason on college owned and controlled property, and/or in connection to any VPCC sponsored and/or branded event/activity without prior notification.

33.31 Weapons

No weapons of any kind (real or facsimile) are allowed in College buildings and/or to be carried on anyone’s person (open or concealed carry) except by law enforcement officials authorized to possess them on Campus.

Any request to possess weapons of any kind (real or facsimile) on VPCC owned or controlled property (including theatrical performances) require consultation with and expressed written permission from the VPCC Chief of Police, or their authorized designee.

33.32 Police/Safety/Security

The need for, type, and duration of police, safety, and/or security staffing shall be determined by the Colleges Department of Police, Safety, and Security during the request review, and shall be indicated on the request.

Police, Safety, and/or Security staffing must be hired for a minimum of two hours. If local or state police, safety, and/or security is required, staffing must be hired for a minimum of three hours. Police, Safety, and/or Security will be provided beginning at least one-half hour before the event and end at least one-half hour after the event.

The cost of these services shall be included in event, activity, lease agreement, and shall be charged in accordance with a schedule of service fees that will be provided to the requestor. If the requestor determines to pursue the event/activity, the Department of Police, Safety, and Security will secure the additional services and shall add the costs of these additional services to the total fees associated with the safety and security of the event/activity.

If an event with confirmed police, safety, and/or security scheduled is cancelled, the event sponsor must inform the College no less than three days prior to the event. If an event is cancelled as a result of weather within three days of the event, the organizer must contact the Department of Police, Safety, and Security directly by emailing police-safety-security@vpcc.edu  and the College’s events/activities coordinator(s). Failure to communicate cancellation may result in the organization being billed by the College for police, safety, and/or security scheduled staffing.

Events cancelled by the requestor/vendor less than three days prior to the event will be responsible for the full amount of the police, safety, and/or security staffing expenses.

33.33 Preparing for security at your event

One week in advance, the Event/activity organizer/planner must provide a day-of point-of-contact for police, safety, and/or security and College staff to communicate with. The event organizer must also provide an event plan that includes but is not limited to a clear run-of-show (start/end time), crowd control procedure/staffing, entrance plan (ID/bag check, staffing, etc.), and disbursement of crowd following the event.

33.34 Traffic control staffing/devices

Department of Police, Safety, and Security will determine the need for and type of traffic control measures for activities and/or events. This need or desire for traffic control may be made as part of the request, and/or may be required by the Department of Police, Safety, and Security during the request review process.

Staff assigned to traffic control duties are not counted toward activity/event security staffing and will be calculated and scheduled based upon the number of traffic control points requested/required.

The use of College traffic and/or crowd control devices (cones, barricades, signs, etc.) may be charged an equipment rental fee.

The College’s facilities department will be responsible for prestaging and/or placing traffic control devices and activity/event signage.

33.35 Cones, Signs, Barricades, Stanchions

If requested and/or required by the College, traffic cones, event signage, barricades, and/or stations for crowd control or access/egress route protection may be available and/or may require rental from a third-party vendor.

Requestors desiring the use or placement of these devices shall indicate the type, number, and location of the requested device(s). The Department of Police, Safety, and Security reserves the right to deny, change, and/or require the use of these devices depending upon the event/activity.

When requested, required, and/or as authorized, these devices and/or other like devices shall be the responsibility of the requestor and delivery deployment and demobilization of the equipment shall be the responsibility of the requestor. If the requestor is an internal College unit, the College may be able to support requests for these types of devices. It will be the responsibility of the requestor and the College facilities staff to coordinate the deployment and demobilization of the equipment and signage.

If the college is unable to fulfill the needs of the requested/required equipment. The requestor will be notified, and a third-party vendor may be able to fulfill the requests.

When a third-party vendor is providing barrier control devices and/or equipment, they must coordinate with the requestor and the College’s facilities staff (with a courtesy notification to the Department of Police, Safety, and Security) regarding the staging and/or deployment of the devices.

Stakes and/or other tie downs may not be anchored in asphalt without the expressed written permission of the Facilities Director.

The College is not responsible for the costs associated with non-College unit requestor/tenant third-party vendor charges for requested/required equipment/devices, or loss and/or damage to the devices/equipment.

When provided by the College, device rental fees will be charged in accordance with the fee schedule established in this document.

33.36 Facility and Infrastructure Support

Facility and infrastructure support for facility uses, events, and/or activities may include, but not be limited to mobilization (set-up/preparation), use of equipment (tables, skirting, chairs, etc.), information technology equipment and infrastructure, event operation, custodial services and support, demobilization (take down) maintenance or repair costs, as well as the human resources required to complete the necessary and/or required tasks and processes.

The need for, type, and duration of facility and/or infrastructure support and staffing shall be determined by the appropriate VPCC department (i.e., Facility Services, Information Technology, etc.) during the request review and shall be indicated on the request.

Facility and infrastructure support staffing must be hired for a minimum of two hours. Staffing will be provided beginning at least one-half hour before the event and end at least one-half hour after the event.

The cost of these services shall be included in event, activity, lease agreement, and shall be charged in accordance with a schedule of service fees that will be provided to the requestor. If the requestor determines to pursue the event/activity, VPCC will secure the additional services and shall add the costs of these additional services to the total fees associated with the support of the event/activity.

Events cancelled by the requestor/vendor less than three days prior to the event may be responsible for the full amount of the support and/or staffing expenses, , as determined necessary and appropriate by VPCC.

Virginia Peninsula Community College is committed to the health, safety, and security of our students, employees, visitors, guests, contractors and facilities. The College strives to mitigate hazards, reduce risk, prevent injuries and illnesses when possible, and provide secure facilities, while ensuring that our college community can obtain an education, complete their work, or visit and use our campuses and educational sites. The College follows all applicable Federal and State regulations and statutes, as well as policies and procedures established by agencies of the Commonwealth of Virginia, the Virginia Community College System, Virginia Peninsula Community College, as well as applicable local ordinances.

These temporary structure guidelines and requirements are provided as part of the College’s Health and Safety Guidelines, which include information to support risk and hazard mitigation for events, activities, and facility rentals using Virginia Peninsula Community College owned/controlled property and/or equipment. These guidelines include requirements and industry best practices with regard to the request to erect tents, stages, platforms, bleachers, grandstands, amusement devices (to include inflatables) and other structures.

The College reserves the right to change amend these guidelines and requirement as determined necessary and appropriate without prior notice and without “grandfathering” events/activities previously in the application process, previously reviewed, and/or previously approved/authorized and/or permitted prior to and/or at the time of the event/activity to help ensure the health, safety, and security of students, employees, visitors, guests, contractors, event/activity attendees and/or college owned/controlled property.

The Commonwealth of Virginia, Virginia Community College System, and Virginia Peninsula Community College, its officers, employees, and its agents, are not responsible for damage, harm, injuries, and/or deaths related to the use of College facilities, properties, equipment, and/or private or business equipment authorized for use in these guidelines.

NOTE: These guidelines and requirements are not a full and comprehensive duplication of other pertinent resources and regulatory requirements. However, they do provide a high-level overview of the most common situations and/or questions related to Temporary Structures

(Tent, Stage, Platform, Bleachers, Grandstands, Amusement Devices & Other Structures). If these guidelines and/or requirements not provide information for your specific question(s), please contact the Director of Facility Services and/or the Director of Safety and Security.

34.1 Membrane Structures

For the purposes of this guidance, the term tent includes, but is not limited to temporary tent structures, temporary special event structures, and membrane structures to include large style garden or beach umbrellas, and “sail” materials erected to provide refuge from the sun.

Large garden/deck or beach style umbrellas, membrane structures, and/or sail-shade materials are not permitted to be erected on property owned and controlled by the college if such cannot be appropriately anchored in accordance with manufacturer’s guidelines/requirements outside of ground penetration anchoring.

All temporary membrane structures as described above shall not be erected and/or must be immediately stowed if winds are forecast be sustained and/or gust to 10 mph.

34.2 Tents

1. Tents Camping “Encampment”

The construction or occupation of a Camping Tent is prohibited.

“Camping Tent” means any collapsible tent or structure, typically having as its basic components a flexible material supported by a framework, designed, intended, or used as temporary shelter while camping or on recreational outdoor outings. Camping Tents may include tents known as “pup tents,” “dome tents,” “cabin tents,” “hiker tents,” and “backpacking tents.”

“Camping Tent” does not include a tent with all sides entirely open and where there is an unobstructed view into such tent from the outside at all angles. All other conduct provisions apply to the use of open tents.

Only tents approved in advance pursuant to the college Facility Use Rules shall be permitted. No Camping Tents shall be permitted at any time. All tents of any type must be removed no later than 11:00 p.m.

Camping is prohibited on property owned, leased, or operated by the college, Virginia Community college System, or their foundations.

“Camping” means the act of using any part of the property or facilities for living accommodation purposes, such as establishment of temporary or permanent living quarters, sleeping outdoors overnight or making preparations for overnight sleeping (including the laying down of bedding), storing personal belongings, using any tent, shelter, or similar structure regardless of size for sleeping; sleeping in, on, or under parked vehicles, or setting up temporary or permanent sleeping areas outdoors or in structures not designated for human occupancy.

“Camping” does not include the use of college, VCCS, or their foundations’ property that has been wholly or partially designated as sleeping or relaxation areas; a tailgating activity in conjunction with a college, VCCS, or foundation event; or the use of temporary hammocks or lounge furniture for recreation or studying activities outdoors on college, VCCS, or foundation owned property during the hours of 6:00 a.m. until 11:00 p.m.

These prohibitions shall not apply to the college, the Virginia Community College System Office, or the college or System foundations or to Non-Camping Tents erected for their use.

These prohibitions shall not apply to federal, state, or local governments or their agencies or to Non-Camping Tents erected for their use.

• Tents (non-camping)

Tents are considered temporary structures, and in some instances require permits, fire suppression equipment, and inspections.

The following are general guidelines for the erection and operation of tents on College owned and/or controlled property.

Regardless of the type of tent or other temporary structure, at no time shall stakes and/or other tie downs anchors be placed in the ground (grass or dirt), asphalt, concrete, brick pavers, or other surface without the expressed written permission of the Facilities Director.

In accordance with the International Fire Code, as amended by the Commonwealth of Virginia, and Virginia Peninsula Community College requirements, tents shall not be erected within 20-feet of any building, lot line, etc.

In accordance with the International Fire Code, as amended by the Commonwealth of Virginia:

• Tents may not be placed within 20-feet of lot lines, buildings, other membrane structures, parked vehicles, or internal combustion engines.
• Tents may not block access or egress to facilities.
• Tents placed side-by-side must maintain a fire break distance minimum of 12-feet. “an unobstructed fire break passageway or fire road not less than 12 feet wide and free from guy ropes or other obstructions shall be maintained on all sides of all tents and membrane structures unless otherwise approved by the fire code official.”
• If a tent is approved for food service and/or cooking, a fire break distance minimum of 20-feet is required between cooking appliances, open flame, and authorized tents.
• At no time shall their be an open flame or cooking under tents.
• At no time shall tents be erected inside any College building or facility.

The College reserves the right to inspect or request a regulatory authority inspection of any tent or other temporary structure on property owned and/or controlled by the College, and to deny the erection or use of any tent, and/or require the immediate removal of any tent or temporary structure it determines may create a risk, cause injury or harm, appears to be in a state of disrepair, appears to no longer meet manufacturer or regulatory requirements, does not have manufacturer or safety information tags attached or readable.

Prior to any tent being authorized, a site layout with the location, number, and type of tent shall be submitted as part of the College’s Facilities, Events, and Activities request process.

Tents that meet the above criteria and have been approved (location, type, etc.) may be erected in accordance with these guidelines.

• Single Tents or Multiple Tents: Under 900 Square Feet

May be erected and operated in accordance with the requirements below:

Tents for an occupancy of 50 or more people must be permitted. Please contact the Director of Facility Services for additional information regarding the permitting process. The process may take as many as 45-days or more.

10’ x 10’ or smaller Pop-Up Style Tents (also known as Instant Canopies) without walls may be erected and secured in accordance with manufacturer recommendations and requirements without additional weighted anchors when winds are forecast to be calm to a maximum of 9mph.

If manufacturer wind ratings are different than the best practices referenced in this document, the owner/operator is required to follow the manufacturers wind rating for safe tent operations, even if that rating is lower than referenced herein.

10’ x 10’ or smaller Pop-Up Style Tents (also known as Instant Canopies) without walls may be erected and secured in accordance with manufacturer recommendations and requirements with additional weighted anchors when winds are forecast to be 9mph to a maximum of 20mph. If manufacturer wind ratings are different than the best practices referenced in this document, the owner/operator is required to follow the manufacturers wind rating for safe tent operations, even if that rating is lower than referenced herein.

When walls are added to 10 x 10 or smaller tents, the tent must be erected and secured in accordance with manufacturer recommendations and requirements with additional weighted anchors, and appropriate access and egress must be maintained to ensure occupants and guests can quickly and safety escape the tent through an appropriate aisleway.

10’ x 10’ or greater, not to exceed 10’ x 20’ Pop-Up Style Tents (also known as Instant Canopies) without walls may be erected and secured in accordance with manufacturer recommendations and requirements without additional weighted anchors when winds are forecast to be calm to a maximum of 9mph. If manufacturer wind ratings are different than the best practices referenced in this document, the owner/operator is required to follow the manufacturers wind rating for safe tent operations, even if that rating is lower than referenced herein.

10’ x 10’ or greater, not to exceed 10’ x 20’ Pop-Up Style Tents (also known as Instant Canopies) without walls may be erected and secured in accordance with manufacturer recommendations and requirements with additional weighted anchors when winds are forecast to be 9mph to a maximum of 20mph. If manufacturer wind ratings are different than the best practices referenced in this document, the owner/operator is required to follow the manufacturers wind rating for safe tent operations, even if that rating is lower than referenced herein.

When walls are added to 10’ x 10’ or greater, not to exceed 10’ x 20’ tents, the tent must be erected and secured in accordance with manufacturer recommendations and requirements with additional weighted anchors, and appropriate access and egress must be maintained to ensure occupants and guests can quickly and safety escape the tent through an appropriate aisleway.

IMPORTANT NOTE: When the total of any size and/or combination of tent(s) erected within twelve (12) feet of each other meets or exceeds 900 square feet, the tent permitting process must be followed. See the Tents 900 square foot or greater section for tent permit requirements.

• Tents 900 Square Foot or Greater

In accordance with the Code of Virginia 13VAC5-52-360, International Fire Code, as amended by the Commonwealth of Virginia; International Building Code, as amended by the Commonwealth of Virginia Chapter 31 Tents, Temporary Special Event Structures, and Other Membrane Structures single story tents having an area in excess of 900 square feet (84 m2) shall not be erected, operated, or maintained for any purpose without first obtaining a permit and approval from the fire code official. The permitting process may take as many as 45-days or more.

• The aggregate area of multiple tents separated by less than 12 feet (3658 mm) shall not exceed 900 square feet unless approved in accordance with Section noted above.

• Tents and membrane structures exceeding one story shall be designed and constructed to comply with the applicable building code.
• Tents and membrane structures greater than 7,500 square feet shall be designed and constructed to comply with the applicable building code.

If requesting to erect and operate a tent that meets or exceeds Code of Virginia 13VAC5-52-360. IFC Chapter 31 Tents, Temporary Special Event Structures, and Other Membrane Structure requirements for permitted temporary structures, you are required to note this on your request and be prepared to consult with the Director of Safety and Security and the Director of Facility Services. Your request will not be approved until all aspects of the permitting process have been successfully completed and a permit issued. Permitted temporary structures will require regulatory approval and inspection prior to occupancy.

The Director of Facility Services and/or their designee shall be responsible for initiating and completing the permitting process.

At no time shall anyone other than the Director of Safety and Security, Director of Facility Services, or the Vice President of Finance and Administration contact any state agency or regulatory authority regarding regulatory requirements and/or the permitting process.

34.3 Virginia Peninsula Community College Tent Anchoring Guidance

Always follow the manufacturers’ guidelines and requirements for weighing down your specific canopy or tent. If the manufacturer’s guidelines, requirements, and/or recommendations only support anchoring that requires ground penetration, you are not authorized to erect your tent. Virgina Peninsula Community College provides the following best practice guidance for weighing down a canopy tent (see also wind requirements):

• Smaller than 10’ x 10’: at least 40 pounds per leg (160+ lbs total for a 10×10).

• 10’ X 10’: 20–50 lbs per leg in calm conditions; 50–100 lbs in windy conditions.
• 10’x20′: 40–80 lbs per leg; 100–250 lbs in windy conditions.
• 20’x20′: Minimum 120 lbs per leg; 150–300 lbs in windy conditions.
• 30 x 30 or greater requires a permit and specific anchoring requirements will be provided as part of the permitting process.

Weights for anchoring may use a five-gallon bucket or larger per leg of the structure to meet the necessary requirements filled with sand, water, or concrete.

At no time shall sandbags that may be punctured or other spilled on College property be used. If using steel plates as weights, they must be anchored at the base of each leg, never hanging from the top, be visible, and not include any sharp edges that may cause harm or injury.

All anchor points must be connected to canopies and tents using straps, must not create a hazard to movement around the tent, must be clearly marked and visible. If using straps or other rope material, a high visibility ribbon should be affixed at the mid-point of the strap/rope.

At no time shall bungy cords be used for stabilization or anchoring.

34.5 Tent Wind Requirements

When winds are forecast before and/or occur during an event/activity in which tents are in use, the following guidance in coordination with the College’s Hazardous Weather Guidelines and Checklist shall be followed. As a reminder, all outdoor events/activities are required to have a Hazardous Weather Plan as part of their activity/event plans.

Sustained winds or wind gust:

• Up to 10 mph – Tents must be anchored in accordance with manufacturers and these guidelines and requirements. If anchoring is not possible, the tent should be demobilized as quickly and safely as possible to prevent it from becoming a hazard to people, facilities, vehicles, and other tents as a potential projectile.
• 11-19 mph – Tents smaller than 10’ x 10’ must be demobilized as soon as it is safe to do so. 10’ x 10’ or greater tents must be anchored in accordance with manufacturers and these guidelines and requirements. If anchoring is not possible, the tent should be demobilized as quickly and safely as possible to prevent it from becoming a hazard to people, facilities, vehicles, and other tents as a potential projectile.
• 20-29 mph – Tents 10’ x 10’ or greater with walls must roll-up or stow all walls to allow the wind to pass through the tent, and the tent must be anchored in accordance with manufacturers and these guidelines and requirements. If anchoring is not possible, the tent should be demobilized as quickly and safely as possible to prevent it from becoming a hazard to people, facilities, vehicles, and other tents as a potential projectile.
• 30-39 mph – 10’ x 10’ and 10’ x 15’ should be demobilized as soon as it is safe to do so. Tents greater than 10’ x 15’ with walls must roll-up or stow all walls to allow the wind to pass through the tent, and the tent must be anchored in accordance with manufacturers and these guidelines and requirements. If anchoring is not possible, the tent should be demobilized as quickly and safely as possible to prevent it from becoming a hazard to people, facilities, vehicles, and other tents as a potential projectile.
• 40+ mph – tents may not be used, tent permits (occupancy) are struck “revoked”, no one should be under the tent, and the tent should be demobilized as soon as it is safety to so.

34.6 Additional Tent Considerations and Requirements

The planned use of a tent i.e., seating arrangements, occupancy load, food preparation, use of lignified petroleum gas (LP), use of compressed gas (CG), use of open flame, etc. may require permitting, inspections, fire protection equipment requirements, and other safety and accessibility equipment and/or requirements, in addition to regulatory licensing requirements, i.e., business licenses, food service/handler licenses/certifications, etc.

If you know or believe that one of more of these types of uses will be requested, please note this on your facility, event, activity request.

Tent Site Plans

In accordance with 4.19.3.3.3 of the Virginia Construction and Professional Services Manual (CPSM) 2025, as amended, the planned erection of tents requiring permits require the submission of a tent site plan. Site plans must include all of the information in 4.19.3.3.3, including, but not limited to:

The site plan must include:

• Indicate property lines
• Roads
• Sidewalks
• Grades greater than 5%
• Distance to adjacent buildings or structures, and
• Accessible route to the public way.
• Location
• Tent Floor Plan
• Proposed Maximum Occupant Load.
• Other Construction
• Method anchorage for tents including the proposed wind and live loads.
• Means of egress lighting and power for tents that are proposed to be used at night.
• Method of ventilation and when tents are proposed to be conditioned.
• Certificate of Flame Resistance
• Inspection
• Special Conditions

Materials

Tents and their appurtenances; side-walls, drops and tarpaulins; floor coverings, bunting, and combustible decorative materials and effects must be composed of material meeting the flame propagation performance criteria of test Method 1 or Test Method 2, as appropriate, of NFPA 701. Alternatively, they must be treated with a flame retardant in an approved manner and meet the flame propagation performance criteria of aforementioned tests.

• Tents must have a permanently affixed label bearing the identification of size and fabric material type.
• Combustible materials, such as hay, straw, shavings or similar, are not allowed in tents containing an assembly occupancy.

Prohibited Activities

• Smoking is not permitted in tents. Approved “No Smoking” signs must be conspicuously posted. 
• Open flames or other devices emitting flame, fire or heat are not allowed in tents. 
• Use of fireworks is prohibited within 100 feet of tents.
• With the exception of safety film, the display of motion pictures is prohibited in tents.

Heating and Cooking Equipment

• Heating and cooking equipment and associated fittings, piping, valves, etc., must be installed in compliance with the applicable provisions of the International Mechanical Code, International Fuel Gas Code and/or National Electrical Code.
• Cooking and heating equipment must be located at least 10 feet away from exits or combustible materials.
• Tents with sidewalls or drops where cooking operations occur must be separated from other tents or membrane structures by not less than 20 feet.
• Outdoor cooking activities that produce sparks or grease-laden vapors are not allowed within 20 feet of a tent.

LP-Gas storage, Handling and Use

• In order to avoid vapors from infiltrating into the structure, LP-gas containers must be located outside; and the safety release valves must be pointed away from the tent.
• Portable LP-gas containers with a capacity of 500 gallons or less must be located a minimum of 10 feet away from tents. A minimum separation of 25 feet is required for tanks with a capacity greater than 500 gallons.
• Portable LP-gas containers must be securely fastened in place to prevent unauthorized movement; and must be adequately protected from tampering, damage by vehicles or other hazards.

Flammable and Combustible Liquids

• The use of flammable-liquid-fueled equipment is prohibited in tents. 
• Flammable and combustible liquids must be stored outside in an approved location, a minimum of 50 feet away from tents. 

Other Fire Prevention Considerations

• Generators and other internal combustion power sources must be located a minimum of 20 feet away from tents. 
• Combustible vegetation that could create a fire hazard must be removed from the area occupied by the tent and from the area within 30 feet of the tent.
• The floor surface inside tents and the grounds outside and within a 30-foot perimeter shall be kept free of combustible waste and other combustible materials that could create a fire hazard.
• The installation of tents must ensure that the existing fire protection equipment, such as fire hose lines, water supplies and other auxiliary equipment is not negatively impacted by the installation.
• Portable fire extinguishers must be provided in compliance with the applicable code provisions.

34.7 Stage, Platform, Bleachers, Grandstands, Amusement Devices & Other Structures

In accordance with 4.19.3.3 of the Virginia Construction and Professional Services Manual (CPSM) 2025, as amended, Virginia Community College System and/or Virginia Peninsula Community College guidelines and requirements, all request to erect and/or use stages, platforms, bleachers, grandstands, amusement devices*, and other structures require a permit and consultation with the Director of Facility Services and the Director of Safety and Security is required.

*In accordance with 4.19.3.3 of the Virginia Construction and Professional Services Manual (CPSM) 2025, sub-section 4.19.3.3.5 Amusement Devices, as amended, and Code of Virginia 13VAC5-31-30, inflatables are considered amusement device and must be permitted for use on State property.

34.8 Inflatables Amusements

Virginia Peninsula Community College has established the following guidelines and requirements that are in coordination with and/or more restrictive than the aforementioned regulatory requirements.

The following are not permitted:

• Bounce houses (inflatables which are solely for the purpose of jumping around).
• Any amusement (inflatable, game, attraction) where participants shoot at each other, hit each other with objects, or have the potential to collide with each other.
• Amusements or activities which target a specific individual (dunk tanks, pie throwing, etc.) EXCEPT if the individual targeted is a faculty or staff member of the College. Students are not permitted to be the target.

34.9 Qualified Staffing

All amusements other than individual ball tossing inflatables or games (soccer, basketball, etc.) must have at least 1 employee of the contracted vendor present to staff/monitor each amusement (1 per inflatable) for the duration of the event.

Additional food safety guidance when in conjunction with special events and/or tents may be referenced in Section 34.

Food Pantry food donation and distribution guidance is available in the VPCC Food Pantry & Pop-Up Clothes Closet Guidelines, available for review in the Food Pantry.

Virginia Department of Health Temporary Food Establishment Policy – this is applicable in special circumstances.

Virginia Department of Health Food Safety Basics

Virginia Department of Health Food Guidance Documents

36.1 General Food Safety

Students, employees, visitors, and guests of the College often engage in various social events and activities that may include the preparation and/or service of food and drink. It is important to ensure that general food safety best practices focus on preventing contamination, maintaining proper temperatures, and promoting strong hygiene habits in line with the Virginia Food Regulations and guidance from the Virginia Department of Health and Food and Drug Administration.

• Whenever possible best practice is to have food service catered by a licensed food preparation and service business.
• When catering is not possible the handling, preparation, service, and waste of food must follow strict safety guidelines.
• Food handlers, preparers, and/or servers should wash hands frequently, avoid working while ill, and use gloves or utensils when handling ready-to-eat foods.
• Food must be stored at safe temperatures, with cold items kept below 41°F and hot items above 135°F, while cross-contamination is prevented by separating raw and cooked foods.
• Regular cleaning and sanitizing of surfaces, proper labeling and rotation of food using First In First Out (FIFO) methods, and routine monitoring of food temperatures are also essential.
• Ongoing training, clear procedures, and consistent oversight help ensure that food safety remains a daily priority rather than just a regulatory requirement.

36.2 Alcohol

1. Events and/or activities involving alcohol must meet all college policies and procedures, federal and state regulations and statutes, and have Presidential approval.
2. Best practices If alcohol is available or served:

• Use a licensed vendor or bartender
• Limit quantities
• Provide substantial food
• Arrange safe transportation options

36.3 Potluck Food Safety

1. Potlucks can be great for team culture—but they do carry food safety, allergy, and liability risks.

• Make Participation Voluntary
• Clearly state:
  • Attendance is optional
  • Bringing food is optional

• Food Selection

• Encourage store-bought, professionally prepared, or catered food using licensed vendors.
• Ensure dietary and allergen options are available.
• Do not cross-contaminate the various food options (i.e. using the same serving utensils, close proximity, placed on/in same containers, etc.
• Ensure food is consumed upon arrival and kept within allowable limits:
• Keep hot foods above 135°F
• Keep cold foods below 41°F
• Discard foods that sit out longer than 2 hours outside of these ranges.

• Clean-Up and Sanitation

• Provide gloves and serving utensils
• Avoid shared serving spoons between dishes
• Dispose of leftovers after 2 hours (1 hour if very hot environment)

• Leftover Food

When in doubt, throw it out!

If you have served at an event and have leftovers (catered, store bought, delivered, etc.) and the leftovers have not been stored at appropriate temperatures and/or have been out for service in excess of safe temperatures, times, and/or parameters – discard them. DO NOT take them to another unit, fire station, or donate them.

The guidelines, procedures, and requirements expressed in VPCC’s Health and Safety Guidelines and Procedures includes references from, but are not limited to the following agencies, documents and/or publications:

• Virginia Construction and Professional Services Manual (CPSM), as amended.
• Virginia Community College System Temporary Structure Permit Process Documentation, as amended.
• Virginia Statewide Fire Prevention Code (SFPC), as amended.
• International Fire Code, as amended by the Commonwealth of Virginia.
• Virginia Uniform Statewide Building Code (USBC), as amended.
• International Building Code, as amended by the Commonwealth of Virginia.
• Code of Virginia, as amended.
• Administrative Code of Virginia, as amended.
• Virginia Department of General Services
• Virginia Department of Motor Vehicles
• Virginia Department of Fire Programs Fire Marshals Office
• Virginia Department of Treasury
• Virginia Department of Engineering and Buildings
• Virginia Uniform Statewide Building Code and the Building Permit Policy for Construction – State Owned Buildings & Structures
• Virginia Community College System Policies, Procedures, and/or Requirements
• Virginia Peninsula Community College Policies, Procedures, Guidelines, and/or Requirements
• Virginia Department of Human Resource Management
• Code of Federal Regulation