Safety Manual For Contract Acquiring

ASK
Facilities
Management &
Services
We Strive towards
SAFETY MANUAL achieving the best

standards of services in:
 Electrical
 Plumbing
 Gardening
Covers in detail the safety procedures, usage guide and policy of the  Janitorial Staff
company  Courier Service
 A/c’s Maintenance
 Cleaning Material
Supplies
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TABLE OF CONTENTS
S/NO CONTENTS PAGE #
Introduction of the company iii
1. SECTION 1: GENERAL SAFETY MODULES
1.1 General Safety Rules
1.2 Safety Policy Statement
1.3 Trainings
2. SECTION 2: ACCIDENT INVESTIGATION AND

REPORTING
2.1 Guidelines/Methodology
2.2 Compliance/Immediate response
2.3 Jobsite & emergency contact information
3. SECTION 3: PERSONAL SAFETY

3.1 PPE
3.2 Responsibilities
4. SECTION 4: ACCIDENT INFORMATICS

4.1 HAZCOM and MSDS
4.2 Types of Accidents and resulting injuries
5. SECTION 5: INVENTORY MANAGEMENT

5.1 General Method and Procedures
5.2 Issuance and Return
HSE GLOSSARY
Company’s Introduction
ASK FM (ASK Facilities Management) is one of the Leading Independent Occupational

Organization which deals inmultidimensional business sectors including Security installation &
Up-Gradations, General Order Supply, Building Maintenance, and Janitorial, IT, Payroll Mgmt.,
Security up-gradations, Staff Outsourcing & more. We have won our reputation through hard
work and commitment that exceeds our customer’s expectations. It is a great honor for us to
serve UN Organizations, Donor agencies, Multinational Companies, Banks, Educational
Institutes and Government Organizations. We serve our clients with the best of our potential and
assure their complete satisfaction.
We provide a range of services i.e.:
 Staff Outsourcing
 General Order Supply
 Security Installations
 Building Maintenance
 IT Services
 Janitorial Services
Our cost effective Facilities Management, provides you with an ever improving level of service.
We achieve this by integrating with the client's personnel, adopting a flexible approach and
operating an open book policy between the clients and ASK Facilities Management Services.
Our clientele includes:
 UN AGENCIES
 US AID PROJECTS
 HOSPITALS
 UNIVERSITIES
 INGO’S
 GOVT/NON GOVT ORG
Mission Statement:
“To be recognized regionally as a one window Service provider of Excellence,
by embracing continuous improvement in partnership with our clients to
achieve innovation, best value and service.”
1. General safety Modules
Section 1: General Safety Modules
1.1. General safety rules:

Orientation:
To help ensure safe working conditions the Company requires that all Employees read each
section of this manual and be fully aware of its contents. Furthermore, it is the responsibility of
Employees to discuss questions regarding these contents or any other safety-related materials
with their supervisor and/or the Company Safety Coordinator.
General safety rules must always be followed on the jobsite. As a condition of their employment,
all employees must comply with OSHA, general contractor (GC) and Company safety rules and
regulations as provided by the Company.
Safety rules:
 Employees shall attend jobsite safety meetings as required by the Company.

 If an employee observes any unsafe practice that poses a potential threat to his/her health
or safety or the health and safety of other employees, the employee must report it to their
supervisor.
 Report all injuries, regardless of how minor, to your supervisor and the competent person
within 24 hours (see 2.3 JOBSITE & EMERGENCY CONTACT INFORMATION). In
the event of an accident involving personal injury or damage to property, all persons
involved in any way may be required to submit to drug/alcohol testing.
 Appropriate personal protective equipment (PPE) must be worn by all employees on the
jobsite at all times. This includes, but is not limited to, hard hats and safety glasses,
proper work clothes and boots. Refer to 3.1 PERSONAL Protective Equipment (PPE) in
Section 3: Personal Safety for more information
 Warning signs, barricades and tags must be used to the fullest extent and shall be obeyed
by all employees.
 All extension cords, drop cords and electrical tools shall be inspected and properly
grounded with ground fault circuit interrupters (GFCIs). Cords and equipment that do not
meet requirements shall be immediately tagged and removed from service until repairs
have been made.
Ask Facilities Management

East Wing; Third Floor, Asif Plaza, 106-E, Fazl-ul-Haq Road, Blue Area, Islamabad-Pakistan. 051-2806393 www.askfacilities.com
1.2. Safety Policy statement:

ASK Facilities and Management Services
WORK HEALTH AND SAFETY POLICY
Goals:
This policy:
 Shows the commitment of ASK FM’s management and workers to health and safety.
 Aims to remove or reduce the risks to the health, safety and welfare of all workers,
contractors and visitors, and anyone else who may be affected by our business operations.
 Aims to ensure all work activities are done safely.
Insurance:
ASK FM shall be responsible for providing health insurance and Life insurance to all
the staff it outsources and shall not be held responsible for any damages cost.
Responsibilities:
Management:
(The supervisor and / or manager) is responsible for providing and maintaining:
 A safe working environment
 Safe systems of work
 Plant and substances in safe condition
 Facilities for the welfare of all workers
 Any information, instruction, training and supervision needed to make sure that
all workers are safe from injury and risks to their health.
 Quarterly inspection and training of staff.
Workers:
 Ensuring their own personal health and safety, and that of others in the workplace
 Complying with any reasonable directions (such as safe work procedures,
wearing personal protective equipment) given by management for health and
safety.
 Failure to follow safety procedures can lead to accidents and will result in
penalty.
Clients:
 The client is responsible for complying with the safety protocols that are needed
to complete a task.
 Provide access to information in case of an accident.
 Comply with the agreement signed.

<INCLUDE HOW YOU WANT THESE PEOPLE TO COMPLY WITH THIS POLICY
AND THE PROCEDURES YOU HAVE THAT ENSURE HEALTH AND
SAFETY AT YOUR WORKPLACE>
1.3. Training:
ASK FM will ensure the training of the staff it provides and maintains a safety training
matrix of each individual.
The trainings shall be provided and their frequency depends on the type of labor force and the
work description of workers. Common safety training include:
 HSE Induction
 H2S Safety Training
 Manual Handling
 Respiratory protection
 EHS (Environment health and safety)
 Welding Safety
 Electrical safety rules
 Environment awareness
 Chemical Hazard Awareness
 Office safety
 Fire safety and gas testing.
The frequency of these training depends on the frequency of incidents while safety orientation
should be done semi-annually or annually depending on the staff.
Safety Matrix Sample:

2. Accident Investigation and Reporting
Section 2: Accident Investigation and Reporting
2.1. Guidelines/Methodology:
There is a certain protocol that needs to be followed when an accident occurs in a
workplace environment.
The purpose of this section is to outline the proper protocol for different types of accidents
and provide the necessary guidelines and forms to carry out proper accident investigation and
reporting. An accident is “an undesired event that results in personal injury or property damage.”
Each and every accident must be investigated to ascertain what really happened and why. The
flowchart below illustrates the actions to take in the event of an accident. The modules that
follow then break down each type of accident and the specific steps that should be taken.
This safety manual is intended to be a guideline. Please note that, in the event of an
accident, additional forms and reporting may be required by the Company, the General
Contractor, OSHA, insurance carriers or other parties.
1 OSHA 1904.39 states: “Within eight (8) hours after the fatality of any employee from a work-related
incident or the in-patient hospitalization of three or more employees as a result of a work-related incident,
you must orally report the fatality/multiple hospitalization by telephone or in person to the Area Office of
the Occupational Safety and Health Administration (OSHA), U.S. Department of Labor, that is nearest to
the site of the incident. You may also use the OSHA toll-free central telephone number, 1-800-321-
OSHA (1-800-321-6742).” As of January 1, 2015, this rule will be updated to include reporting of all
work-related in-patient hospitalizations of one or more employees, all work-related amputations and all
work-related losses of an eye within 24 hours of learning about it. For more information on these updates,
visit www.osha.gov/recordkeeping2014/reporting.html.
In case of an accident the accident flowchart must be followed i.e.
 Find the nature of accident

 Take necessary measure for correction.
 Report to the authorities.
 Ignore the property damage temporarily.
 Enquire the wellbeing of all employees.
 Begin Investigation.

Accident Flow Chart:
(No personal injury)
(Report must be completed within 24 hours of accident. Fatalities

must be orally reported to OSHA within 8 hours.1) (Report must be completed within 24 hours of accident)
(Retrain Employees if necessary)
The results of the investigation will be kept in record for future references. Failure to follow
procedures can result in improper conclusions and greater loss in the future.

2.2. Compliance/Immediate response:

Compliance in case of an accident from the client is of huge importance. It helps
reporting the incident for insurance purposes and future references to avoid any accidents in the
future.
Client must comply with the investigation of an accident in the following ways:
 Provide detailed account of the accident.

 Provide CCTV footage if available.
 Give an appropriate amount of time to the contractor to re-employ the worker.
 Provide first aid in case of injury.
 Call emergency services.
 Inform the safety supervisor.
 Fill out a Basic information form. (Provided by contractor).
Immediate Response must also include calling of the emergency medical Staff.
Emergency Medical Treatment:

If you or another employee sustains a severe injury requiring emergency treatment:
 Call Emergency service provider e.g. 1122 or a nearby hospital.

 Have someone inform your supervisor immediately and request his/her assistance.
 Within 24 hours of the employee being stabilized with medical treatment, provide
immediate details for completion of the accident report.
Non-Emergency Medical Assistance:

If you sustain an injury requiring non-emergency medical treatment:
 Inform your supervisor of the injury and he/she may need to call the Company office to
receive medical treatment authorization.
 Go to the medical facility if authorized by your supervisor. Your supervisor will assist
with transportation if necessary.
 Provide details to your supervisor after treatment has been received for completion of an
accident report.
Minor First Aid Treatment:

First aid kits are kept onsite in an easily identifiable location. If you sustain an injury or are
involved in an accident requiring minor first aid treatment:

 Inform your supervisor immediately.

 Administer first aid treatment to the injury or wound.
 Provide details to your supervisor after treatment has been received for completion of an
accident report.
CAUTION: Access to a first aid kit is not intended to be a substitute for medical attention.
2.3. Jobsite & emergency contact information:

Along with this manual, the information provided on the following page is specific to the
project as defined. The Jobsite Personnel listed are the primary points of contact for the project
and their titles are indicated in the chart. (Note: Fill in other titles as needed in space provided).
This safety manual is specific to the following:
Project: _________________________________________________ Date: _______________
Project Address: _______________________________________________________________
______________________________________________________________________________
General Contractor: ____________________________________________________________

Project Manager
Jobsite Personnel
Coordinator
Competent
Supervisor
Foreman/
List Names & Check all titles Phone

Person
Safety
Other:
Other:
Other:
Other:
Other:
that apply to each individual. Number
1.
2.
3.
4.
5.
6.
7.
8.

The following details should also be kept easily accessible to the staff in case of an accident.
Emergency Contact Information Phone Location
Emergency Fire dept. (Call Ph. for emergency)

Services Police dept. (Call Ph. for emergency)
Nearest ER/Hospital(s):
Medical
Services Nearest urgent Care/Clinic(s):

3. Personal Safety
Section 3: Personal Safety
3.1. PPEs (Personal Protective Equipment):

All Employees are required to wear personal protective equipment (PPE) while on the
jobsite. When non-typical work places or tasks are encountered, the new situation should be
assessed by a competent person from the Company to determine what PPE is required.
List of body parts that need to be protected with PPE:
 Head
 Eyes
 Hands
 Feet
 Ears
 Nose/Mouth
 Back

3. Personal Safety
Head Protection:
Hard hats must always be worn on the jobsite. This is especially important where overhead
work is taking place. All hard hats are required to conform to ANSI Z89.1-1969.
WARNING: Always use and wear a hard hat according to manufacturer’s recommendations. Do
not drill holes in the hat.
Eye Protection:
Safety glasses must always be worn on the jobsite pursuant to OSHA guidelines. All
safety glasses are required to conform to American National Standards Institute (ANSI) Z87.1-
1968. Eyeglasses can be worn as safety glasses if they meet the ANSI standard. If not, then
safety glasses must be worn over the eyeglasses.
Ear Protection:
Ear plugs must be worn on the jobsite when an Employee’s decibel exposure exceeds 85
decibels. Typical symptoms of exposure to sounds over 85 decibels include:
 Shouting above noise to make one’s voice heard.
 Ringing in the ears.
 Difficulty hearing sounds that the employee could hear prior to the noisy activity.
Gloves:
Work gloves must be worn when engaged in work activity that could cause a laceration
or puncture wound of the wrists or hands on the jobsite.
Clothing:
Proper work attire must be worn to protect the body and limbs from lacerations and
puncture wounds. Clothing must also be worn to protect the body given jobsite climate
conditions. Loose and/or ripped clothing should not be worn to minimize the risk of accident or
injury caused by clothing getting caught on the jobsite. Proper work attire is defined as long
pants and shirts with sleeves
Note: Personal Fall Arrest System PFAS should be ensured in case of working at a height.
Footwear:
Work shoes with slip-resistant and puncture-resistant soles must be worn on the jobsite at all
times. Keep shoes free of oil, mud and other slippery substances.
Exception: Tennis/sneaker-type shoes can be worn while working on roofs.
WARNING: be aware of ice, dirt and other slip hazards on the jobsite

3. Personal Safety
Dust Protection:
A properly fitted, National Institute for Occupational Safety and Health (NISOH) approved
dust mask must be worn on the jobsite according to the recommendations specified in the Safety
Data Sheets (SDS) of the material from the manufacturer. Employees are responsible for
checking the condition of the dust mask before each use. If deemed damaged, ask the supervisor
for a replacement. Cut materials in a well-ventilated area (outdoors) whenever possible.
Caution: Dusk masks must be worn correctly to be effective.
3.2. Responsibilities:
To ensure a safe and sound environment there are certain responsibilities that each entity
must take on for smooth workflow and keeping everyone in a safe circle.
Workers:
 Should ensure a safe passageway for other employees
 Should comply with organization rules
 Should always wear PPE
 Do not hinder the work of other employees.
 Always receive a work order before engaging in work
 Isolate the area of work from other objects.
Client:
 Ensure a calm work environment for workers
 Do not pressurize workers into hefty and speedy work.
 Comply with boundaries se by workers. (for isolation of work area)
 Issue work order before any electrical of mechanical work.
 Keep good and professional behavior with workers.
Contractor:
 Provide a constant supply of PPEs
 Provide accident/incident forms.
 Should always be available for assistance.
 Ensure smooth process overall.

4. Accident Informatics
Section 4: Accident Informatics
4.1.i. HAZCOM (Hazard Communication):

The purpose of the hazardous communication (HAZCOM) training is to teach employees
what they need to understand about the exposure of work place hazards and the risk of injuries
associated with hazardous substances, as well as how to meet the requirements of the Federal
Occupational Safety and Health Administration’s Hazard Communication Standard (29 CFR
1910.1200). The following is designed to be a general guideline for what information should be
covered on each jobsite where HAZCOM training is provided.
Employees should understand the following prior to engaging in work with hazardous
substances:
 The location of hazardous substances on the jobsite.
 Methods for detecting hazardous substances on the jobsite.
 The use of hazardous substances in specific work areas.
 Physical and health aspects of the hazardous substances in use.
 The controls, work practices and PPE that are required for protection against possible
exposure.
 Emergency and first aid procedures to follow if employees are exposed to hazardous
substances.
 The location and availability of the written hazard communication program.
Knowledge on how to read labels and Safety Data Sheets (SDS) to obtain the appropriate hazard
information. (The library of Safety Data Sheets (SDS) will be kept in a place that is easily
identifiable and readily available to all employees.)
Labeling & Documentation:
All containers of hazardous substances will be properly labeled with the identity of the materials
and all appropriate hazard warnings.
Employees must verify that they understand the HAZCOM training provided. This must be
recorded by the Company using the HAZCOM Training Acknowledgement form found in
Appendix A or a similar form.

4.1.ii. MSDS (Material Safety Data Sheet):

A Material Safety Data Sheet (MSDS) is a document that contains information on the
potential hazards (health, fire, reactivity and environmental) and how to work safely with the
chemical product. It is an essential starting point for the development of a complete health and
safety program. It also contains information on the use, storage, handling and emergency
procedures all related to the hazards of the material. The MSDS contains much more information
about the material than the label. MSDSs are prepared by the supplier or manufacturer of the
material. It is intended to tell what the hazards of the product are, how to use the product safely,
what to expect if the recommendations are not followed, what to do if accidents occur, how to
recognize symptoms of overexposure, and what to do if such incidents occur.
According to OSHA, every material that is controlled by WHMIS (Workplace Hazardous
Materials Information System) must have an accompanying MSDS that is specific to each
individual product or material (both the product name and supplier on the MSDS must match the
material in use).
There are nine (9) categories of information that must be present on an MSDS in Canada.
These categories are specified in the Controlled Products Regulations and include:
1. Product Information: product identifier (name), manufacturer and suppliers names,

addresses, and emergency phone numbers
2. Hazardous Ingredients
3. Physical Data
4. Fire or Explosion Hazard Data
5. Reactivity Data: information on the chemical instability of a product and the substances it
may react with
6. Toxicological Properties: health effects
7. Preventive Measures
8. First Aid Measures
9. Preparation Information: who is responsible for preparation and date of preparation of
MSDS
The Controlled Products Regulations prescribes what information must be present in more detail.
Note: It is important to make MSDS for materials that can cause harm during
use in a workplace environment. E.g. cleaning chemicals, washing fluids and
insulation materials.

Sample MSDS:

4.2. Types of Accidents and resulting injuries:

There are different kinds of accidents that can happen in an office workplace. These
need to be identified beforehand so that they can be dealt with when the time comes.
Some common workplace accidents are:
1. Slips, Trips and Falls :
Slip, trips and falls account for 1/3rd of all personal injuries in the workplace and are a top
cause of workers’ compensation claims. The types of injuries incurred from slips, trips and falls
include head and back injuries, broken bones, cuts and lacerations, sprains and pulled muscles.
The most common reasons for falls in the workplace are:

 Slips-- Wet or oily surfaces, occasional spills, weather hazards, loose rugs or mats and
flooring that lacks the appropriate degree of traction.
 Trips-- Obstructed view, poor lighting, clutter, wrinkled carpeting, uncovered cables,
uneven walking surfaces and bottom drawers not being closed.
There are three keys to preventing workplace accidents due to slips, trips and falls: good
housekeeping, quality walking surfaces and proper footwear. Beyond that, employees should be
reminded to take their time and pay attention to where they are going. They should also be
encouraged to report areas where clutter, obstruction, spillage or damage have occurred.
2. Fire And Explosions :
Unexpected explosions and fires in the workplace are frequently caused by risk factors such
as faulty gas lines, poor pipefitting, improperly stored combustible materials or open flames. The
resulting injuries incurred include damage to the respiratory system, varying degrees of burns
and potential disfigurement. Explosions and fires account for 3% of workplace injuries and have
the highest casualty rate of all probable workplace accidents.
There are four types of injuries commonly associated with fires and explosions:
 Primary Blast Injuries-- Occurs due to the effects of pressure on body tissues, affecting
ears, lungs and the GI tract.
 Secondary Blast Injuries-- Occurs when flying objects strike nearby workers.
 Tertiary Blast Injuries-- High-energy explosions can lift someone off the ground and cause
them to fly into surrounding objects.

 Quaternary Blast Injuries-- Everything else that happens as a result of an explosion: crush
injuries, burns and inhalation of toxic substances.
OSHA recommends following its hazard communication standards to help workers avoid fire
and explosion injuries. In addition, material safety data sheets (MSDS) for chemicals should be
kept on hand and employees should wear personal protective equipment at all times. Every
workplace should have a clearly communicated evacuation plan and an effective alert system in
place to quickly inform every one of hazards and emergency situations.
3. Overexertion And Repetitive Stress Injuries:
Although more subtle than a catastrophic explosion, musculoskeletal disorders are the most
costly workplace injuries. Complaints of back pain alone cost employers an estimated $7.4
billion annually and lead to 100 million lost workdays annually. These kinds of injuries
contribute to loss of productivity, millions in direct costs and millions in annual health benefit
payout costs.
The financial impact on the employer is one thing, but the long-term effects on workers are often severe
and potentially debilitating.
Overexertion injuries are related to pulling, lifting, pushing, holding, carrying and throwing.
They account for nearly 33% of occupational injuries.
Similarly, RSIs (Repetitive Stress Injuries) are the fasting growing category of workplace injury
and comprise more than 100 different types of job-induced injuries from wear and tear on the
body. Both overexertion and RSIs are severe enough to inhibit simple activities with crippling
and debilitating pain, not to mention severe impairment of movement. They may even eventually
permanently impair a worker’s ability to perform his or her job.
Causes of overexertion and RSIs, include:

 Improper Lifting-- Bending at the waist instead of at the knees when carrying or moving
heavy objects.
 Manually Lifting Heavy Objects --Especially objects weighing over 50 pounds, without the
assistance of a co-worker or lifting device (manual or mechanical).
 No Breaks --With repetitive work, short breaks should be required, or the work may
eventually result in too much wear and tear on the body.
 Speeding Up the Line --Automation has created work conditions that are faster and often
reduced to limited, repetitive tasks.
 Intensive Keying --Constant typing and clicking strains muscles and tendons.

What should you do about overexertion and RSIs in your workplace?
Ergonomics -- the science of adjusting the job to fit the body’s needs -- provides injury
prevention solutions that are simple and relatively inexpensive. Workers assigned to tasks that
overexert or require repetitive motion should be required to take frequent short breaks to rest and
stretch. Manual or mechanical lifting equipment should be provided, especially in cases where
the items lifted are over 50 pounds. Varying workers tasks to break up the repetitiveness is also
beneficial.
7. Inhaling toxic fumes:

While most of us don’t work with hazardous chemicals, those of us who do may be at risk of
skin or eye reactions as well as potentially more serious injuries when exposed to them without
protection.
Protective equipment such as safety goggles is indispensable in these situations, so

employers must be sure to provide workers with the gear they need to avoid dangerous exposure.
8. Exposure to loud noise:

You might think that industrial deafness is a thing of the past and went out with all those old
heavy industries, but that’s not the case – not least because many industrial workers continue to
be exposed to loud noises while at work.
Industrial deafness can also result in major compensation payouts further along the line, so
it’s very much in employers’ interest to nip this particular problem in the bud. Safety measures
such as ear protection can do much to prevent it.

5. Inventory Management
Section 5: Inventory Management
Inventory management is a key requirement for managing and safe-keeping of safety

equipment. Without proper management the cost of inventory keeping increases and the faulty
equipment ends up in inventory stores.
5.1. General Method and Procedures:
There is a general procedure that needs to be followed in order to maintain a good

functioning inventory. Firstly we must define two types of safety equipment.
There are two main classifications of safety equipment:

1. Consumables i.e. Ear plugs, Face masks, Gloves etc.
2. Non-Consumables i.e. Hard hats, Safety shoes, Uniform, PFAS
ASK FM manages its inventory by the following methods:
 MRP Method is followed.

 Record of each equipment is maintained.
 Use of proper forms for issuance.
 Separate form for damaged Non-Consumable items.
 A Supply of consumables kept at Client’s office.
 Periodic Inspection.
Inside the inventory, to keep track of all the equipment and their usage the following data must
be kept and maintained.
 Product name
 Serial number
 Purchase date
 Inspection history
 Latest inspection
 Current status.
To keep in company record of all PPE inventory, either a smart inventory management technique
or MRP technique shall be used in order to keep track of material logistics and reduce the cost of
inventory keeping.

A sample of material information sheet is shown below:

5.2. Issuance and Return:

The following form is used by ASK FM for issuance of any PPE to the worker. This form
will be kept by ASK FM and has to be filled on the first day of employment of worker.
Personal protective equipment (PPE) provided to ASK FM employees shall be in with the most current
applicable state and federal Occupational Safety and Health Administration (OSHA) regulations General
requirements. - 1910.132. The utilization of proper personal protective equipment (PPE) and appropriate work
attire is required and considered a condition of employment.
Name of Employee:
District: Sub-district: Date of personal protective equipment (PPE) inspection:
The employee has been provided the following personal protective equipment (PPE):
Soft Cap Hard Hat Eye protection Hearing protection Gloves
Safety Vest Safety Shirt Protective footwear PPE gear bag
Other:
(Check all items provided to the employee)
The employee’s personal protective equipment (PPE) was inspected and the following items were replaced:
Soft Cap Hard Hat Eye protection Hearing protection Gloves
Safety Vest Safety Shirt Gear Bag
Other:
(Check all that apply)
Reason for personal protective equipment (PPE) item(s) being replaced or provided:
Missing Broken/defective Soiled beyond functional use Does not fit
Exceeds manufacturer’s product life expectancy Product utilized was non-compliant
Other, please explain:
(Check all that apply)
Signature of Employee Date (month, day, year):
Printed Name of Employee
Signature of Supervisor or their designee of Employee Date (month, day, year):
Printed Name of Supervisor or their designee of Employee:

For return or replacement of the PPE, a separate form is used. This is to keep a record of all the
damaged equipment by a specific worker.
PERSONAL PROTECTIVE EQUIPMENT (PPE) ACTION LOG
The following is an action log providing information on return of personal protective equipment (PPE) that
also includes the reason for the activity and the date of activity. The ASK FM Supervisor shall initial
each action taken to verify replacement.
PPE CONDITION/ Name of

DATE INITIALS OF
Employee SUPERVISOR
ACTION REASON (month, day,
year)

Making Life Easier

HSE GLOSSARY
This glossary is intended as a quick reference to definitions of general safety terms which are in common usage. The
definitions include those pertaining to functional safety in addition to general occupational health and safety matters.
The glossary is put forward as guidance only and is not claimed to be exhaustive.
The annotation in brackets after a term acknowledges the source of the definition, as below,
(a) BS 3138, 1992 (e) HSE Measures of workplace injury:

Glossary of terms used in management services. 54 pp. http://www.hse.gov.uk/statistics/lfs/injury.htm
BSI, 1992 ISBN 0-580-20215-1
(b) BS 5304, 1988 (obsolescent) (f) BS 5588.

Code of practice for safety of machinery. 168 pp. Fire precautions in the design, construction and use of
BSI, 1988 buildings, various parts
ISBN 0-580-16344-X
(c) Ridley, J. Health and Safety at Work. 4th edition (g) IEC 60050
Butterworth-Heinemann, 1994. International Electrotechnical Vocabulary.
ISBN 0-7506-0746-7 Searchable version at http://www.electropedia.org/
(d) Hendy J. Redgraves (Health and Safety) (h) Functional Safety of Electrical Electronic Programmable
Redgrave’s Health and Safety. third edition. Electronic Safety-Related Systems, BS EN ISO/IEC 61508, Part
Butterworths, 1998. 4, 2010
ISBN 0-406-89969-X
GENERAL SAFETY TERMS
ABSOLUTE DUTY: No defence available against non compliance with statutory requirement
ACCIDENT: An incident which results in death, injury loss, or damage.
ACCIDENT TRIANGLE: Indicates statistical relationship and severity of accident:
Small number of deaths
Medium number of injuries
Large number of near misses
ACOP: Approved Code of Practice see below.

ALARP: As Low As Reasonably Practicable. (See also SFAIRP). The two terms mean essentially the same thing and at
their core is the concept of “reasonably practicable”; this involves weighing a risk against the trouble, time and money
needed to control it. Thus, ALARP describes the level to which workplace risk is controlled (HSE).
ALLERGEN: An antigen (molecule capable of being recognised by the immune system) that causes an allergic reaction.
APPOINTED PERSON: One who is trained in accordance with the appropriate schedule, competent to carry out the
duties and appointed in writing.
APPROVED CODE OF PRACTICE: A Code of Practice (COP) prepared by management, unions and HSE, that has been
approved and accepted by The Health and Safety Commission (HSC).
AVAILABILITY (g): Ability [of a system] to be in a state to perform as required. Note: Availability is measured by a
probability (a dimensionless quantity between 0 and 1) of the service being provided at an arbitrary time, but is usually
expressed as a percentage. Availability is related to reliability (q.v.) but is not the same.
CARCINOGEN: A substance or physical agent that causes cancer.
CARCINOGENIC: Inherent potential of a substance or physical agent to be a carcinogen.
CDM. Construction (Design and Management) Regulations.
CODE OF PRACTICE: A body of rules for Practical Guidance only and not having the force of law although failure to
comply may be used in evidence in legal proceedings.
COMAH: Control of Major Accident Hazard Regulations .
COMMON CAUSE FAILURE (CCF): a dependent failure (q.v) of two or more (redundant) system elements due to a single
cause, for example a fire or flood.
COMMON MODE FAILURE (CMF): a dependent failure (q.v) where two or more system elements fail in the same
manner, for example by having the same incorrect maintenance action performed on all the elements.
COMPETENT PERSON: A practical and reasonable person with sufficient documented training and experience, who
knows what to look for, how to recognise it when they see it, and how to deal with it to make it safe. They also know and
work within the limits of their competence.
COSHH (c) Control of Substances Hazardous to Health.
DANGER (b): A state or condition in which personal injury and/or asset damage is reasonably foreseeable. The
presence of a hazard.
DEPENDENT (failures): Failures of two or more elements of a system where these failures cannot be considered
independent (q.v). Common cause and common mode failures are dependent failures.
DERMATITIS: Inflammation of the skin. When the condition is due to contact with a substance at work it is called
‘occupational’ or ‘industrial’ dermatitis.
DIVERSITY: Performing the same function in a redundant system (q.v) by different means in different elements, including
different technologies and/or design and implementation methods.
DUTY Holder: Any person or organisation holding a legal duty, for example, all employers and persons who provide,
use, or control equipment at work as required under PUWER regulations.
EMAS: Employment Medical Advisory Service.
ERGONOMICS (a): The study of the relationship between workers and their occupation, equipment and environment
and particularly, the application of anatomical, physiological and psychological knowledge to the problems arising there
from, see: http://www.ergonomics.org.uk/
ERROR: Mistake; error of judgement leading to action resulting in an accident and its subsequent effects.
ERROR RATE PREDICTION: A forecast of the possibility of error based on statistical data.
ETA: Event Tree Analysis: a graphical method of exploring how an initiating (hazardous) event can lead to an accident via
a set of further events. The method allows the exploration of barriers to escalation of the hazard (mitigations) and the
calculation of the relative likelihoods of various outcomes.
EWR: Electricity at Work Regulations 1989.
FIRE PRECAUTIONS: The measures taken and the fire protection features provided in a building (e.g. design,
systems, equipment and procedures) to minimise the risk to the occupants from the outbreak of fire.
FIRE PREVENTION: The concept of preventing outbreaks of fire, of reducing the risk of fire spreading and of avoiding
danger to persons and property from fire.
FIRST AID: The skilled application of accepted principles of treatment on the occurrence of an accident or in the case of
sudden illness, using facilities or materials available at the time.
FMEA: Failure Modes and Effects Analysis; a “bottom up” hazard identification technique which considers the
individual elements of a system, determines how each element can fail, and explores the effects of each such
element failure on the operation of the system as a whole. FMEA can also be used to quantify the failure rate of the
total system by counting the contribution of each individual element.
FREQUENCY RATE (e):

= Number of injuries in the period x 100,000
Total hours worked during the period
FTA: Fault Tree Analysis; a graphical method for analysing how a top event (generally a hazardous event) can be caused by lower
level events combined by logical operators (most frequently AND and OR gates). The method is useful for identifying single points
of failure or limited redundancy in complex systems, and can be used for system reliability and availability calculations.
FUNCTIONAL SAFETY. Functional Safety is the property of an engineered system of ensuring safety by virtue of the
functions which the system performs (which generally fall into two categories: control functions to ensure that a piece of
equipment remains in a safe state, and protection functions which put another system into a safe or relative safe state). See
also Safety Related System.
HARM: Injury to or death of persons, or damage.
H&S: Health and Safety.
HAZARD (g): A potential source of harm.
HAZARDOUS EVENT: the occurrence of a hazard, generally used in the context of the failure of a safety related system.
HAZAN: Hazard Analysis.
HAZID: Hazard Identification.
HAZOP: Hazard and Operability (study). A systematic method of identifying hazards using a team-based approach and applying
a set of standard guide phrases to the elements of a design to determine how these could deviate from the intent of the designers
and what the results would be. The method originated in the chemical process industry where it was applied to plant and
instrumentation diagrams, but has been adopted more widely and applied to a number of different design descriptions.
HF: Hazards Forum, see: http://www.hazardsforum.org.uk/content/index.asp?CONTENT_ID=1
HSC: Health and Safety Commission. A statutory body, established under the Health and Safety at Work etc. Act
1974, responsible for health and safety regulation in Great Britain.
HSE: Health and Safety Executive. A statutory body, established under the Health and Safety at Work etc. Act 1974
(HSWA). It is an enforcing authority working in support of the HSC. Local authorities are also enforcing authorities under
HSWA. See: http:// www.hse.gov.uk/
HSL: Health and Safety Laboratory, see: http://www.hsl.gov.uk/
HSPAG: The IET Health and Safety Policy Advisory Group, see: http://www.theiet.org/policy/panels/health/index.cfm
HSWA: Health and Safety at Work Act 1974.
IIDB: Industrial Injuries Disablement Benefit statistics.
INDEPENDENT (failure): The situation where the probability of two or more system elements failing simultaneously is the
product of the failure probabilities of the individual elements.
IMPROVEMENT NOTICE: One of a range of means which enforcing authorities use to achieve the broad aim of dealing with
serious risks, securing compliance with health and safety law and preventing harm. It allows time for compliance.
INCIDENCE RATE (c):

= Total number of accidents x 1000
Number of persons employed during the period
INCIDENT: An unplanned, unexpected event which has the potential to lead to an accident although may not do so.
ISA: Independent Safety Assessor (or Auditor, depending of the industry context and scope of work).
JIGSR: Joint Inter-Institutional Group on Safety and Risk.
LFS: Labour Force Survey.
LOCK OFF: A system whereby controls such as switches or valves can be physically and intrinsically locked in the ‘OFF’
position as part of a SAFE SYSTEM of work.
LOLER: Lifting Operations and Lifting Equipment Regulations.
LOSS: Personal injury and/or asset damage.
M
MAINTAINABILITY (g): Ability to be retained in, or restored to a state to perform as required, under given conditions of use and
maintenance. Note 1 (g): Given conditions would include aspects that affect maintainability, such as: location for maintenance,
accessibility, maintenance procedures and maintenance resources. Note 2: MTTR is a commonly used measure of maintainability.
For related definitions see reference (g).
MANUAL HANDLING: Any means of transporting or supporting a load manually. Lifting, putting down, pushing, pulling,
carrying or moving by hand or bodily force.
MEAN DURATION RATE (c):

= Total number of days lost
Total number of accidents during the period
MEANS OF ESCAPE (f): Structural means whereby a safe route is provided for persons to travel unaided from any
point in a building to a place of safety.
MISTAKE: A human action that produces an unintended result.
MITIGATION: factors or events which can prevent a hazard escalating to an accident, or can reduce the likelihood or
severity of an accident. Mitigation can be provided by a number of means including engineered systems, procedures and
providence - “good luck”.
MSD: Musculoskeletal Disorders.
MTBF: Mean Time Between Failures.

MTTF: Mean Time to Failure.
MTTR: Mean Time to Restore (or Repair).
NARCOTIC: Agent that depresses brain functions e.g. organic solvents.
NEAR MISS: An incident, which did not show a visible result, but had the potential to do so.
NEGLIGENCE: The omission to do something, which a reasonable person, guided upon those considerations which ordinarily
regulate the conduct of human affairs would do, or something, which a prudent and reasonable person would not do.
NHS: National Health Service.
OH: Occupational Health.
OHS: Occupational Health and Safety.
ONS: Office of National Statistics.
PAT: Portable Appliance Testing.
PCBs: Polychlorinated Biphenyls.
PERMIT TO WORK: A formal written or verbal authority to operate a planned procedure, which is designed to protect
personnel, working in hazardous areas or activities, or when performing maintenance on a safety-related system. Authority
for a safe system of work.
PFD: Probability of Failure on Demand (applied generally to a plant protection system).
PLC: Programmable Logic Controller: a computer based system which is programmed by special purpose languages
intended for use by application domain engineers rather than software specialists.
POLICY: A statement of corporate intent, which will be adopted and pursued as advantageous or expedient.
PPE: Personal Protective Equipment e.g. respirators, protective gloves, protective clothing, protective footwear, eye protection.
PRACTICABLE (c): Technical feasibility without reference to costs.
PUWER: Provision and Use of Work Equipment Regulations.
QUALIFIED WORKER (a): One who is accepted as having the necessary physical attributes, who possesses the
required intelligence, training and education, and has acquired the necessary skill and knowledge to carry out the
work in hand to satisfactory standards of safety, quantity and quality.
QUANTIFIED RISK ASSESSMENT (QRA): A risk assessment where the frequency of a hazardous event is stated in
quantitative terms, expressed in units such as one major accident per 1000 years, or fatalities per year. Fault Tree
Analysis (FTA)and Event Tree Analysis (ETA) are among the techniques used in QRA.
RBI: Risk Based Inspection.
REDUNDANCY. Having more than one system element able to perform a given function, a design method which can
greatly increase the reliability and availability of a system.
REACH. Registration, Evaluation, Authorisation and Restriction of Chemicals regulation. The regulation gives greater
responsibility to industry to manage the risks from chemicals and to provide safety information on the substances.
RELIABILITY (g): The ability [of a system] to perform as required, without failure, for a given time interval, under given conditions.
Note 1: The time interval duration may be expressed in units appropriate to the item concerned, e.g. calendar time, operating cycles, distance run,
etc., and the units should always be clearly stated.
Note 2: Reliability can be measured by figures such as the Mean Time to Failure (MTTF) or failure rate (number of failures per unit time) – for
related definitions see reference (g).
Note 3: Sometimes confused with Availability (q.v.).
REASONABLY PRACTICABLE (c): A computation made in which the quantum of risk is placed on one scale, and the
disadvantages involved in the measure necessary for averting the risk is placed upon the other. A balance between: risk
and cost, inconvenience, effect on production.
RIDDOR (c): Reporting of Injuries Diseases and Dangerous Occurrences Regulations.
RISK (g): Combination of the probability of occurrence of harm and the severity of that harm.
RISK ASSESSMENT: A process where hazards are identified and risks evaluated, with the objective of eliminating or
reducing the risks to an acceptable level, in the UK this generally means reducing risk to a level which is tolerable and as
low as reasonably practicable (ALARP).
SAFE SYSTEM OF WORK: A method of working that eliminates or reduces the risk of injury.
SAFETY: Freedom from (unacceptable) risk of harm to persons. Safety may also encompass environmental or asset damage/loss.
SAFETY AUDIT: Monitoring of the implementation of a safety policy by subjecting each area of an activity to a systematic
critical examination with the purpose of minimising loss, and providing a quantified assessment of performance.
SAFETY CASE: A structured presentation consisting of arguments and supporting evidence which shows that a system or
operation is safe, by consideration of the hazards inherent in the system and the means by which they are managed so that the
resulting risk is acceptable (for example, tolerable and ALARP). Most commonly used in high potential risk situations e.g. the
petro-chemical industry, nuclear Installations, air traffic control systems and operations, military systems.
SAFETY COMMITTEE: A committee representative of all staff with the objective of promoting co-operation in
investigating, developing and carrying out measures to ensure the health, safety and welfare of the employees.
SAFETY CULTURE: This term has no widely agreed definition. It may be described as a product of the individual and
group values, attitudes, competencies and patterns of behaviour that determine the commitment to, and the style and
proficiency of an organisations health and safety programmes.
SAFETY INSPECTION: Systematic assessment of safety standards for plant, place of work, working. Carried out by a
manager and not a safety adviser/engineer.
SAFETY INTEGRITY LEVEL (SIL) (h): A measure of safety system performance, in terms of reliability or probability of
failure on demand. There are four safety levels SIL 1-4. The higher the SIL level (SIL 4 highest), the higher the associated
safety level and the lower the probability that a system will fail to perform properly.
SAFETY MANAGEMENT SYSTEM (SMS): Management of Safety in order to promote a strong Safety Culture and
achieve high standards of safety performance.
SAFETY MONITORING: Periodic checks on observance of corporate safety standards and procedures.
SAFETY POLICY: A legal requirement on an employer to prepare, and keep up to date a written statement of their policy
regarding the health and safety of their employees. The requirement for a written statement is for 5 or more employees.
SAFETY REPRESENTATIVE: A person appointed by a recognised trade union, who is recognised by the employer
under the Safety Representatives and Safety Committees Regulations 1977 and who fulfils the function conferred
upon them by the Regulations.
SAFETY SAMPLING: Systematic sampling of particular dangerous activities, processes or areas.
SAFETY SURVEYS: General inspections of the particular dangerous activities, processes or areas.
SAFETY TOURS: General Health and Safety inspections.

SEVERITY: of a hazard, the degree of harm which a hazard can create if it occurs; the measure of severity depends
on the industry sector.
SEVERITY RATE (c):

= Total number of days lost x 1000
Total number of man hours worked
SFAIRP. So Far As Is Reasonably Practicable (see ALARP).
SIS: Safety Instrumented System – a term used in the chemical and related process sector to denote a protection system
which intervenes to put a plant in a safe state if measurements of plant parameters indicate that this is required.
SHE: Safety, Health and Environment.
SWORD: Surveillance of Work Related & Occupational Respiratory Diseases.
THOR: The Health and Occupational Report network (also, in functional safety, Tolerable Hazard Occurrence Rate)
ToR: Tolerance of Risk.
TOXIC: Inherent potential of a substance to cause harm.
TOXIN: Substance that causes harm.
WORKPLACE: The workplace may be described as any place where people are at work.
WEEE. The Waste Electrical and Electronic Equipment directive aims to minimise the impact of electrical and electronic
goods on the environment, by increasing re-use and recycling and reducing the amount of WEEE going to landfill.
These Briefings contain a summary of recent Health & Safety issues, provided for general information purposes only, and
should not be relied upon as legal advice. The ASK FM has tried to make the Briefings accurate and informative, but they
have not been prepared by a lawyer and may not constitute an up-to-date summary of the law. ASK FM accepts no liability
for your use of these Briefings. Further details and information on broader Health & Safety issues can be obtained from the
HSE. Legal advice should be obtained on any specific issue.

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SAFETY MANUAL achieving the best

2. SECTION 2: ACCIDENT INVESTIGATION AND

3. SECTION 3: PERSONAL SAFETY

4. SECTION 4: ACCIDENT INFORMATICS

5. SECTION 5: INVENTORY MANAGEMENT

ASK FM (ASK Facilities Management) is one of the Leading Independent Occupational

Section 1: General Safety Modules

1.1. General safety rules:

 Employees shall attend jobsite safety meetings as required by the Company.

Ask Facilities Management

1.2. Safety Policy statement:

Ask Facilities Management

Safety Matrix Sample:

Ask Facilities Management

Section 2: Accident Investigation and Reporting

In case of an accident the accident flowchart must be followed i.e.

 Find the nature of accident

Ask Facilities Management

Accident Flow Chart:

(No personal injury)

(Report must be completed within 24 hours of accident. Fatalities

(Retrain Employees if necessary)

Ask Facilities Management

2.2. Compliance/Immediate response:

 Provide detailed account of the accident.

Emergency Medical Treatment:

 Call Emergency service provider e.g. 1122 or a nearby hospital.

Non-Emergency Medical Assistance:

Minor First Aid Treatment:

Ask Facilities Management

 Inform your supervisor immediately.

2.3. Jobsite & emergency contact information:

This safety manual is specific to the following:

Project: _________________________________________________ Date: _______________

Project Address: _______________________________________________________________

General Contractor: ____________________________________________________________

List Names & Check all titles Phone

Ask Facilities Management

Emergency Contact Information Phone Location

Emergency Fire dept. (Call Ph. for emergency)

Ask Facilities Management

Section 3: Personal Safety

3.1. PPEs (Personal Protective Equipment):

Ask Facilities Management

Ask Facilities Management

Ask Facilities Management

Section 4: Accident Informatics

4.1.i. HAZCOM (Hazard Communication):

Ask Facilities Management

4.1.ii. MSDS (Material Safety Data Sheet):

1. Product Information: product identifier (name), manufacturer and suppliers names,

Ask Facilities Management

Ask Facilities Management

4.2. Types of Accidents and resulting injuries:

The most common reasons for falls in the workplace are:

2. Fire And Explosions :

Ask Facilities Management

3. Overexertion And Repetitive Stress Injuries:

Causes of overexertion and RSIs, include:

Ask Facilities Management

What should you do about overexertion and RSIs in your workplace?

7. Inhaling toxic fumes:

Project: ___________________________________ Date: _