Office Safety Inspection Checklist Assess your office s safety performance based using criteria from AECOM s SH&E Management System. Location: Business Group: Business Unit: Prepared by (name/title): Project: Supervisor: Manager: Date: Project Number: Summarize the findings and attach photographic references below upon completion of the inspection. Section/ No. Summary and Recommendations: Post and file (Safety Board, uploaded to LifeGuard, etc.) Acts / Conditions Requiring Attention Corrective Action(s) Priority (L/M/H)* Actioned By Date Complete * Prioritize the concern or condition identified using a hazard classification of either Low (not an immediate SH&E hazard), Medium (must be addressed in the short term), or High (requires immediate attention). General Remarks & Comments: Acknowledgement Site Supervisor Signature: Reviewed by Manager Signature: Date: Date: 1/7
Use this checklist when conducting office safety inspections to determine compliance with the company s Safety, Health and Environment Safety Management System. 1. Program Implementation and Communications a. Is staff aware of the company s SH&E page on the intranet? b. Does everyone know who the SH&E representative is? c. Are safety plans completed for work activities? d. Are there regularly scheduled meetings between the SH&E representative and manager? e. Does management confer with the safety representative for policies, compliance etc.? f. Are managers ensuring prequalification and re-qualification of subcontractors in accordance the company s procedures? g. Are SH&E communications and any regulatory posters displayed in an area where all employees are likely to see them (Safety Bulletin Board)? h. Does the management have a clear understanding of client safety expectations and are the expectations integrated into safety plans? i. Are safety metrics reported, maintained and posted (e.g., key performance indicators, regulatory log) as required (Safety Bulletin Board)? j. Are personnel aware of the behavior based safety program? k. Are safety messages and updates incorporated in meetings? l. Have employees completed any required SH&E training? m. Is training documented and, as required, current? 2. Emergency Response Plan a. Is the Location Specific Emergency Response Plan (ERP) current (reviewed at a minimum annually), in place, and posted? b. Have personnel been trained in the ERP procedure, and drills been conducted and documented at least annually? c. Are evacuation routes / muster points appropriate and clearly identified? d. Are there plans in place to identify special needs evacuees to ensure their exit during emergencies? e. Do employees who remain to operate critical operations before they evacuate know the proper procedures? f. Is the employee alarm system that provides a warning for emergency action recognizable and perceptible? g. Are alarm systems properly maintained and tested regularly? h. Do employees know their responsibilities for reporting emergencies and during emergencies? i. Have visitors signed a register, made aware of basic ERP procedures, and are they accompanied by a company employee? 3. Incident Reporting, Notifications & Investigation a. Are incidents, including near misses, reported to Supervisor and/or SH&E Manager and documented in the on-line incident management system? b. Are incident investigations completed as required? c. Is a root cause analysis performed (e.g., Why Tree, 5 Why, TapRoot)? d. Are corrective actions entered into in the on-line incident management system and tracked to completion? e. Has post-injury management been effective? 4. Ergonomics a. Are work stations ergonomically correct? b. Is office equipment ergonomically designed (e.g., adjustable)? c. Do employees who use computers for >4 hours/day take 2 to 3 mini-breaks throughout the day to stretch and move? 2/7
d. Have employees received ergonomics training? e. Have employees performed a workstation self-assessment? f. Is work set up to properly (e.g., no stooping, eye strain, glare, twisting, awkward positioning, etc.)? g. Are body mechanics, lifting hazards, and ergonomics addressed in safety plans? h. Do personnel use proper lifting techniques? i. Do personnel know what to do if they experience pain/discomfort related to computer use? 5. Vehicles a. Are company-owned or -leased vehicles maintained and road-ready, appropriately equipped, and is there documentation of this? b. Have Authorized Drivers been identified? c. Have Authorized Drivers completed any required SH&E training? d. Are personnel familiar with car rental/insurance policies? e. Do AECOM employees (drivers and passengers) comply with AECOM Driving procedures (e.g., seatbelt usage, distracted driving restrictions, etc.)? 6. Environmental and Waste Management a. Do printers default to double-sided printing? b. Are all lights shut off at night? c. Are all computers and powered equipment turned off / hibernate mode at night? d. Is heat / air conditioning adjusted at night? e. Has this office performed a waste assessment to determine the types of waste generated and to identify appropriate recycling or disposal methods? f. Are incompatible wastes properly segregated? g. Does the office have a recycling program in place? h. Does the office have a plan or program in place to dispose of unused samples and materials, and is it being followed? i. Does the office have purchasing policies in place that require purchasing recycled materials and/or less hazardous products whenever possible? j. Do office management and SH&E Manager know how to locate the company s environmental standards? 7. Housekeeping / Walking and Working Surfaces a. Are the approaches to the building and exterior walking surfaces well-kept and free of tripping/slipping hazards (e.g., snow, debris, dirt, etc.)? b. Is the landscaping maintained so that drivers leaving / entering the property can see other vehicles and pedestrians? c. Are crosswalks suitably marked? d. Is the landscaping and exterior lighting maintained so assault crimes are unlikely? e. Do remote or isolated work areas have adequate security for staff to work solo safely? f. Are there procedures in place to maintain parking areas and walkways during winter months to remove snow and ice? g. Are all workstations, cubicles, and offices clean and orderly? h. Are break / lunch areas clean/sanitary and appropriately separated from toilet or janitorial areas? i. Are toilet facilities adequate, clean and sanitary? j. Are walkways and work areas marked as appropriate? k. Walkways, corridors, and work areas kept clear of trash and debris? l. Are materials or equipment stored in such a way they will not interfere with the 3/7
walkway? m. Is there safe clearance for walking in aisles where motorized or mechanical equipment is operating? n. Is there visibility around corners in high pedestrian traffic areas? o. Are changes of direction or elevations (ramps/stairs) readily identifiable (High visibility color, etc.)? p. Are spilled materials or liquids cleaned up immediately, office floors kept dry and means taken to ensure surfaces (including stairs) are slip-resistant? q. Are warning signs available and used when items are spilled? r. Are special precautions taken to protect employees during building maintenance, construction, and repair operations? s. Adequate waste and recycling receptacles provided and waste and recyclables routinely removed? t. Are railings in places where there is a potential for falls (e.g., docks, stairs with 4 or more risers, or changes in elevation greater than 4 feet (1.2m))? u. Are openings in floors covered and protected? v. Is lighting adequate in passageways, stairways, and work areas? w. Is ventilation working properly and adequate? x. Are unused materials stored appropriately (e.g., tidily; secure; free from clutter or fire hazards; heavy items stored low; etc.)? y. Is any defective equipment tagged as Out of Service and not used? z. Is storage space adequate (e.g., size, shelves anchored from tipping, shelves with retaining lips in earthquake prone areas, etc.)? aa. Are proper step-stools and ladders provided where employees must reach above head-height, and are these used properly, appropriately inspected and in sound shape? 8. Kitchens a. Is food waste disposed of every night? b. Is kitchen kept clean with disinfectant? c. Are refrigerators cleaned out completely every week? d. Are coffee pots turned off at night? e. Are sharps (e.g., knives, can openers) stored and used properly to prevent injury? f. Are electrical power bars not used / not present in kitchens? 9. Means of Egress a. Are exits marked with readily visible and illuminated signs as per regulatory requirements? Are non-exit doors, passageways or windows that could be mistaken for an exit marked NOT AN EXIT and/or made inaccessible? b. Are there adequate exits (from each floor and from the building) for the number of occupants to permit prompt escape in the event of emergency? c. Are the routes to exits clearly visible or conspicuously marked such that the direction of escape is apparent from any point of egress? d. Is the minimum width of any point in an exit way suitably sized for the occupancy load and the exit, but in NO case less than 28 inches (~70 centimeters)? e. Do exit doors open without the use of a key or any special knowledge and swing in the direction of exit travel (exception for occupant load <50 people)? f. Is a revolving, sliding, or overhead door prohibited from serving as a required exit door? g. Are there viewing panels in all doors that: swing in both directions, are located between rooms, or are in paths where there is frequent traffic? h. Where panic hardware is installed on a required exit door, does it allow the door to open by applying a force of 15 pounds or less in the direction of the exit traffic? 4/7
i. Is the floor on both sides of each exit level/even and unobstructed? j. Do stairwell doors into office areas allow re-entry into the building so employees are not potentially trapped? k. Are exit doors equipped with panic hardware and designed to be self-closing? l. Where exit doors open directly onto any street, alley or other area where vehicles may be operated, are adequate barriers and warnings provided to prevent employees stepping into the path of traffic? m. Where exiting is through frameless glass doors, glass exit doors, and storm doors, are they fully tempered and meet the safety requirements for human impact? n. Do fire escapes have adequate handrail/ mid-rail / access? o. Are muster points appropriately located (e.g., away from traffic, not in areas where emergency responders will stage their operations)? p. Are exits ways and signs provided with emergency lighting? 10. Electrical a. Do employees report any observed electrical hazards? b. Are appliances (e.g., coffee pots, refrigerators, vending machines, microwaves, etc.) properly grounded (unless double insulated by the manufacturer), in good shape, and with no live electrical parts exposed? c. Is sufficient access and working space available about all electrical equipment to permit ready and safe operations and maintenance? d. When required, are extension cords of the heavy-duty service type? e. Are extension cords in good condition (e.g., free from damage, no missing ground prongs, etc.)? f. Are deficient cords or equipment tagged out and removed from service? g. Are extension cords used properly (Not run through walls, doors, floors, ceilings, or under rugs; Not stapled to wall; Not used as permanent wiring; Not exposed to damaging traffic)? h. Are electrical outlet cover plates in place, tight-fitting, and undamaged? i. Are electrical outlets properly wired and grounded? (Conduct limited sampling of outlets using an outlet tester). j. Are outlets free from excessive number of items plugged into them? k. Are breaker panels accessible (min. 3 (~90 cm) clearance), electrical circuits and energized parts guarded against accidental contact (cabinet) and individual breakers marked as to what they control? l. Where cords are permanently or routinely routed across the floor (e.g., conference rooms), are the necessary number of moveable cord covers available? m. Are only approved surge protector power bars in use and multiple plug adapters prohibited? 11. Fire Protection a. Are the facilities equipped with a fire alarm system to warn the occupants (where the arrangement of the facility is such that the fire itself would not alert the occupants)? b. Are there battery operated smoke detectors? Are they inspected monthly? c. If equipped with a fire alarm system, is it tested at least annually and certified as required? d. If equipped with interior standpipes and valves, are they inspected regularly? e. If equipped with outside private fire hydrants, are they flushed at least once a year and on a routine preventive maintenance schedule? f. Are suitable fire extinguishers (type and size) provided, marked and placed as required in readily accessible locations? g. Fire extinguishers accessible, properly working and fully charged? h. Fire extinguishers inspected monthly and certified annually (both documented and present on the extinguisher)? 5/7
i. Are discharged or deficient fire extinguishers tagged, removed from service and immediately replaced with an inspected and fully charged fire extinguisher? j. Are employees periodically instructed in the use of extinguishers and fire protection procedures (e.g. control of fuel sources, control of ignition sources, etc.)? k. Are rooms that are equipped with automatic fire extinguishing systems (e.g.., total flooding halon or CO 2 systems) also equipped with a pre-discharge delay and warning alarms? l. Are facilities that have 20 or more sprinkler heads equipped with audible warning alarms? m. Are sprinkler heads protected by metal guards, when exposed to physical damage? n. Is proper clearance maintained below sprinkler heads? o. Is maintenance of automatic sprinkler system assigned to responsible persons or to a sprinkler contractor? p. Are fire doors and shutters equipped with fusible links, unobstructed and in good operating condition? 12. First Aid a. First Aid trained personnel on location? b. Names of First Aid Personnel posted? c. First aid supplies adequate and appropriate to the number of workers and available at suitable locations? d. Are first aid kits inspected monthly and documented? e. Are over-the-counter drugs and prescription drugs strictly prohibited for general use in the office? 13. Hazardous Materials and Radiological Hazards a. Materials in storage kept in safe condition? b. SDS sheets on site readily available and up to date? c. Hazardous materials properly labelled? d. Are procedures followed when handling hazardous materials? e. Are gas cylinders in safe condition, properly segregated, secured upright, and capped when not in use? f. Are explosives being used, stored and transported in compliance with regulations? g. Hazard Communications / WHMIS / GHS training complete? h. Is equipment producing ultra-violet radiation properly shielded? i. Are radioactive sources present (such as in Nuclear Soil Density Gauge equipment)? i. If yes, has a radiation safety officer been appointed and received proper training? ii. iii. iv. Are sources properly licensed / registered? Are sources properly secured? Is appropriate documentation completed as required? 14. Labs and Field Prep Areas a. Does the facility (if a Lab) have a written Chemical Hygiene Plan in place? b. When was the last time the plan was reviewed and updated? c. Is laboratory staff following safe work procedures? d. Are personnel in lab and field prep areas wearing appropriate protective goggles and clothing? e. Are storage areas for chemicals and/or hazardous materials separate from areas of employee food consumption/preparation/storage and are both clearly labelled? f. Are food, drink, and smoking prohibited in chemical-handling areas? g. Are compressed gas cylinders stored and handled in accordance with the manufacturer s specifications and the company s procedures? 6/7
h. Are air flow measurements/checks done on fume hoods? Is there a visual or audible means to verify hood function? i. Are chemicals stored properly (incompatibles segregated, flammables in proper containers/cabinets, etc.)? j. Are suitable facilities for flushing of the eyes/body provided where corrosive materials are used, and are these routinely tested? k. If this office has field prep areas, are samples, reagents, calibration gases, etc. stored appropriately? l. If this office has field prep areas, are outdated materials and unused samples disposed in a timely manner, and is someone assigned to ensure this? m. Is basic good housekeeping maintained in lab and field prep areas? 7/7