Santa Clara University

Human Resorces

Section 700: Workplace Safety

701. Injury on the Job

Statement

Employees of Santa Clara University may be eligible for coverage of medical expenses and loss of income resulting from work-related accidents.

The University strives to provide a safe work environment for all employees. In the event of work-related acccident or occupational disease, employees may be eligible for coverage of medical expenses and loss of income in accordance with he Worker’s Compensation Act.

Procedure
Notification

An individual should immediately notify his/her supervisor of all work-related accidents.

The supervisor must complete a Report of Injury and submit it to Human Resources within a reasonable time after the incident. The supervisor must give the injured worker a Claim for Worker’s Compensation Benefits form within 24 hours of supervisor's knowledge of the injury, if medical attention is required.

If the nature of the injury is serious, or life or limb threatening, the injured worker or supervisor should contact Emergency Services (911) and Public Safety for transportation to the nearest hospital emergency room for treatment. All follow-up care will be provided by the Santa Clara University designated occupational clinic.

If the nature of the injury is minor, yet requires medical attention, the injured worker should contact Human Resources to arrange treatment through the Santa Clara University designated occupational clinic. If necessary, the individual may be transported by the Public Safety Department.

Absence from Work

An injured worker who is deemed unable to work, by the treating physician, must keep his/her supervisor informed of changes in his/her status within a reasonable time. A release to return to work, from the treating physician, must be provided to the supervisor within a reasonable time prior to returning to work. The release must include the capacity in which the individual can return to work.

Continuation of Salary and Benefits

An injured worker who is unable to work will receive disability benefits to which he/she is entitled under California's Worker's Compensation law. He/she may elect to use accrued sick and vacation leave during this period. All paid leave will be integrated, to the injured worker’s normal net pay, with the worker’s compensation payment. Therefore, if the injured worker is subsequently paid for these days by the worker’s compensation insurance carrier, he/she will pay back the difference between the amount of the worker’s compensation payment and the normal net pay. Thereafter, the equivalent leave charged will be restored.

Coordination with Family and Medical Leave Policy

Disability leave that qualifies under worker’s compensation will be applied to the individual's annual Family Medical Leave entitlement.

Termination of Employment

An individual covered by worker's compensation may be terminated upon the attainment of permanent and stationary status. Reasonable accommodation to enable the injured worker to return to work will be considered when appropriate. Change in employment status or termination of an employee receiving worker's compensation benefits must be reviewed with Human Resources. Any termination decision must be in accordance with applicable federal, state or local law.

Responsibility

It is the responsibility of each individual to report any injury on the job or occupational disease to his or her supervisor. If the injured worker is unable to work, he/she must follow all the reporting provisions of the policy and keep the supervisor informed of his or her status. It is the responsibility of the supervisor to provide the necessary claim forms to the injured worker and to ensure the incident is reported to Human Resources. It is also the responsibility of the supervisor in conjunction with the Facilities Department and Public Safety to ensure a safe working environment.

Resource

Questions concerning injury reporting or the length of an employee's absence should be directed to Human Resources. Questions concerning payment or the status of the worker’s compensation claim should be directed, by the injured worker, to the University's worker's compensation insurance carrier. Questions concerning termination of employment or other changes in the injured worker's status should be directed to Human Resources. Issues surrounding unsafe working conditions should be directed to the Supervisor, Public Safety, Facilities and/or the University Safety Committee.


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

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702. Non Smoking

Statement

Santa Clara University, in compliance with the City of Santa Clara Ordinance No. 1654, has adopted a non-smoking policy. Therefore, in connection with the ordinance which regulates smoking, the University’s goal is to provide a smoke-free environment while accommodating those who do smoke.

Procedure
Scope of Application

All faculty, staff, students, and visitors of the University are covered by this policy. In addition, all persons using the facilities of the University are subject to this policy.

General Rules

Smoking shall be prohibited at all times in all enclosed, non-residence facilities without exception. This includes common work areas, auditoriums, classrooms, conference and meeting rooms, private offices, elevators, hallways, medical facilities, cafeterias, employee lounges, stairways, restrooms, locker rooms, dressing areas, and all other enclosed facilities.

"No Smoking" signs shall be conspicuously posted at the building entrances and in employee lounges, restrooms, locker rooms, dressing areas, cafeterias, and lunchrooms.

Santa Clara University shall supply access to a written copy of the smoking policy to all employees.

The following areas shall not be subjected to the smoking restrictions of this policy, unless smoking or the use of combustible materials is otherwise regulated by the City Ordinance or any other provision of law.

Individuals who choose to smoke outside must maintain a distance of 25 feet from any building opening (e.g., doors, windows). All cigarette butts shall be disposed in ashtrays located in the designated areas.

Enforcement

All management and supervisory personnel are responsible for implementing this policy and assuring that infractions are handled properly. In addition to posting signs, manager and supervisors shall advise employee, students and visitors not to smoke in enclosed public places or places of employment. An individual may request a smoker to move to the proper areas. Those refusing to comply with this policy may be reported to the appropriate supervisor or manager.

Responsibility

This policy relies on the thoughtfulness, consideration, and cooperation of smokers and non-smokers for its success. Faculty, staff, and students are responsible for informing visitors of this policy and directing smokers to designated smoking areas. University managers and supervisors must ensure enforcement of this policy.

Resource

Complaints or concerns regarding this policy shall be referred to Facilities. The University Safety Committee may be asked to provide assistance and clarification in resolving complaints concerning this policy.


Policy Approved: October 23, 1998
Last Updated: December 11, 2001

Maintainer: Human Resources

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703. Drug Free Workplace

Statement

The Santa Clara University environment is a community in which there are responsibilities and freedoms governed by policies and codes of behavior, including sanctions for violations of these standards. Santa Clara University has a standard of conduct which prohibits the unlawful possession, use, or distribution of illicit drugs and/or alcohol by students and employees on Santa Clara University property or as a part of Santa Clara University activities. The University will impose disciplinary sanctions on students and employees ranging from educational and rehabilitation efforts up to and including expulsion or termination of employment and referral for prosecution for violations of the standards of conduct.

It is the goal of Santa Clara University to maintain a drug-free workplace. To that end, and in compliance with the Drug Free Workplace Act of 1988 (Public Laws 100-440 and 100-690), the University has adopted the following policies:

Procedure

As an on-going condition of employment, employees are required to abide by this prohibition, and to notify Human Resources of any criminal drug statute conviction they receive for a violation occurring in the workplace. Notification must be provided in writing no later than five days after such a conviction.

If an employee receives such a conviction, the University shall take appropriate disciplinary action against the employee, up to and including termination, or require the employee to participate satisfactorily in an approved drug-abuse assistance or treatment program.

Human Resources makes available information about drug counseling and treatment.

Responsibility

It is the responsibility of all University faculty, staff, and students to comply with this policy and to inform visitors of this policy.

Resource

Contact the Affirmative Action Office for more information on this policy or to obtain a copy of the Drug Free Workplace Act of 1988 (Public Law 100-440 and 100-690). Contact the Employee Assistance Program for information or questions regarding drug misuse or abuse.


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

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704. Motor Vehicle Operators

Statement

This policy and procedure document addresses the use of vehicles in the conduct of University business and activities. Questions regarding the rules and procedures should be directed to the Associate Vice President for Finance.

Definitions

Vehicle: any University or privately-owned vehicle used for University related business legally certified or approved to be operated upon a public highway, street, road or freeway.

Employee: any person who is on one of the Unviersity payrolls (faculty, staff, student).

Volunteer of Record: a person who is providing services to the University without compensation and is acting at the specific request and direction of a University employee. A volunteer also includes students participating in a program of service to the University or community.

University Business: travel that is conducted with the knowledge and approval of the University for the benefit of the University.

Authorized Driver: an employee or Volunteer of Record authorized to drive a vehicle for University business.

General Rules
University Owned Vehicles
Non-University Owned Vehicles
Private Vehicles
Rented Vehicles
Responsibility

Employees and supervisors are responsible for compliance with policy requirements. The University Site Risk Manager is responsible for maintaining this policy.

Resource

Contact the University Finance Office with questions regarding this policy.


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

705. Public Safety Inspection

Statement

External inspections are defined as those performed by various government agencies, including but not limited to, the Santa Clara Fire Department, Santa Clara County Toxics Division, Department of Toxic Substance Control, San Jose Water Quality Control Plant, Bay Area Air Quality Management District, California Occupational Safety and Health Authority. The inspections provided by these agencies are to insure compliance with federal, state and local regulations, to respond to emergencies, and to investigate complaints.

Insurance agencies and contracted personnel may inspect University facilities to ensure compliance with regulations, investigate accidents, injuries, incidents, and inspect safety equipment.

Internal inspections are performed by Department Safety Coordinators, Safety Services Manager(SSM), Fire Inspector/Safety Officer (FISO), Public Safety Officers, and Facilities Maintenance Personnel. The purpose of their inspections is to prevent, respond to, and investigate injuries, accidents, chemical releases, and complaints.

Procedure

The Department of Public Safety will notify any faculty and staff one week prior to a planned facility inspection that will affect their building. Any member of a department may request to accompany the inspectors during the inspection. However, exact dates and times are difficult to keep due to emergencies, and such arrangements must be flexible. To prevent the disruption of classes and special events, the internal inspector(s) may be asked to avoid certain areas.

The SSM and FISO reserve the right to inspect an area without notification for emergencies, hazard reports, and complaints. All outside agency inspections may occur without notification.

If any faculty or staff member encounters an unescorted, outside agency inspector, s/he should call Public Safety, to meet and discuss the inspection with the agency. After discussing the nature of the inspection with the appropriate safety personnel, outside agencies reserve the right to interview employees without the presence of safety personnel and supervisors.

When an outside agency inspector takes a sample (air, water, or soil), additional samples will be taken for the University at the same time from the same area. Any employees who may be affected will be notified of the existence of any hazards.

If the SSM or FISO notices a hazard outside of an inspection, while going through an area on other business, they shall record and report the hazard. These hazards will be reported to the appropriate Safety Coordinator or Administrator. In addition, certain circumstances may require, by regulation, that the incident be reported to an outside agency.

Each department that generates waste shall be required upon request by the SSM or FISO to provide a hazardous waste list quarterly. Hazardous waste pick ups shall be completed every 90 days by the SSM or FISO. All waste generators will be contacted three weeks prior to the pick up.

Individual departments shall have their Safety Coordinator, or designee, inspect their designated area bi-monthly. If there is a large area to cover for one department, the bi- monthly inspections may rotate through the various divisions. If the Safety Coordinator is unable to perform this function, then designated alternates shall be responsible.

Responsibility

This policy applies to all University facilities and departments and shall be enforced through the Vice President for Administration and Finance.

Individual departments are responsible to coordinate their bi-monthly area inspection with the Safety Coordinator. All supervisors are responsible for reporting any incidence of concern.

Resource

Contact the Safety Services Manager in the Department of Public Safety for questions or concerns regarding this policy and its implementation.


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

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706. Workplace Violence and Threats of Harm

Statement

Acts or threats of violence include conduct which is sufficiently severe, offensive, or intimidating to alter the employment conditions at Santa Clara University or to create a hostile, abusive, or intimidating work environment for one or several Santa Clara University employees. Examples of workplace violence include, but are not limited to, the following:

Procedure

Some examples of conduct which may be considered threats or acts of violence include, but are not limited to, the following: hitting or shoving an individual; threatening an individual or his/her family, friends, associates, or property with harm; the intentional destruction or threat of destruction of Santa Clara University property; harassing or threatening phone calls; harassing surveillance or stalking; the suggestion or intimation that violence is appropriate; or possession or inappropriate use of firearms or weapons.

The University’s prohibition against threats and acts of violence applies to all persons involved in the University’s operation, including, but not limited to, Santa Clara University personnel, contract and temporary workers, and anyone else on Santa Clara University property. Violations of this policy by any individual on Santa Clara University property, by any individual acting as a representative of Santa Clara University while off Santa Clara University property, or by any individual acting off of Santa Clara University property when his/her actions affect the University’s business interests will lead to disciplinary action up to and including termination and/or legal action as appropriate.

Responsibility

Every employee and every person on Santa Clara University property is encouraged to report incidents of threats or acts of physical violence of which he/she is aware. The report should be made to the Director of Public Safety, the reporting individual’s immediate supervisor, or another supervisory employee if the immediate supervisor is not available. Nothing in this policy alters any other reporting obligation established in University policies or in state, federal, or other applicable law.

All in-progress or impending incidents of workplace violence should be reported immediately to the Santa Clara Police Department by dialing "911" or to the University Department of Public Safety by dialing 408-554-4441.

Resource

More detailed, in some cases department specific, procedures are contained in the SCU Injury and Illness Prevention Policy distributed separately. Questions and/or requests for consultation may be directed to the Director of Public Safety or Human Resources.


Policy Approved: October 23, 1998
Last Updated: October 1, 2008

Maintainer: Human Resources

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