Administrative Policies & Procedures Manual
- Academic Affairs
- Student Affairs
- Institutional Advancement
- Strategic Operations
This policy is intended to provide guidance to all Longwood University faculty, staff, students, where applicable, and those contract employees working within and under Longwood University's direction on all Longwood University properties. It provides a framework for the development and implementation of all University environmental, occupational health, safety and emergency management (EHS&EM) procedures regarding compliance with federal, state, and local regulations regarding their compliance requirements.
The EHS&EM Office provides environmental, occupational health, safety and emergency management services to Longwood University including off-campus Longwood University facilities and properties to facilitate compliance with environmental, occupational health, safety, and emergency management regulations, compliance directives and Executive Orders. These regulations include, but are not limited to, those promulgated by:
The mission of the EHS&EM Office is to develop, coordinate and assist in the implementation of and required training related to appropriate EHS&EM policies and procedures which promote an injury free career culture for all employees, students, contractors, and visitors studying, working or visiting our properties, as well as compliance to all environmental quality laws, rules, regulations, and standards. For these reasons, Longwood University has the responsibility to establish such procedures based upon this policy the appropriate compliance requirements and provide resources to ensure they are provided to all personnel affected.
Each employee guided by the Board of Visitors, Longwood Cabinet and directed by the President is responsible to carry out the intent of this policy and its procedures derived from its direction. The management of this document, it's control, research efforts and annual review of this policy and the procedures it directs is the responsibility of the Environmental, Occupational Health, Safety, and Emergency Management Office with assistance and recommendation from the designated EHS&EM Committee.
Although the environmental compliance component of the EHS&EM Office shall be the lead organization for developing and managing the Longwood University's environmental compliance program, all individuals, and organizations, have responsibilities for its implementation.
The individual employee shall perform their job functions in accordance with work practices or procedures specific for their activities and in compliance with the Longwood University Environmental Management Plan.
Longwood University Environmental Goals shall meet or exceed the Virginia Department of Environmental Quality (DEQ) and where applicable EPA regulations, directives and Executive Orders established by the Governor's Office. These compliance standards shall be met through procedures, processes and plans with attached responsibilities to cover the below listed areas and those areas may later be identified by a regulation:
Occupational Health and Safety measures must be a priority within any culture to reach goals intended to become an "injury free career culture". At Longwood University, safety is everyone's responsibility and all must strive to maintain a safe living, learning, and working environment. Faculty, staff, students, contractors, visitors, and other members of the Longwood University community must conduct University operations in accordance with applicable federal, state, and local regulations, and those approved policies and procedures under the University's EHS&EM requirements.
This policy, when instituted is intended to assist in preventing accidents, illnesses, and injuries, increase safety awareness, meet requirements of occupational health and safety compliance standards, reduce institutional liability, identify hazards through risk assessments and establish safety responsibilities for personnel of the University community.
All members of the university community are expected to be thoroughly familiar with their safety responsibilities, strive to follow safety practices at all times, communicate hazards and incidents/accidents to supervisors, and be prepared for emergencies that may occur in the workplace. All members of the University's community must act proactively to ensure everyone is capable of having an "injury free career".
EHS&EM will work closely with all departments, committees, employees, and students throughout the University to ensure compliance with the policy. This policy shall be the baseline for the following EHS&EM procedures:
The procedures above and those identified and put in place after the approval of this policy shall have policy strength and enforcement avenues to include disciplinary action as directed by the Longwood Human Resource requirements.
This portion of the policy establishes criteria and direction through processes and procedures to ensure that "all hazards emergency management plan" is developed, trained, implemented, practiced, and reviewed to ensure compliance. The EHS&EM Office shall establish and assist in developing and implementing the emergency management plans for Longwood University. The "all hazards plan" shall include but not be conclusive of the following:
Longwood University will develop, publish, and maintain procedures for the above Emergency Operations within the following plans.
The University shall provide procedures necessary to react to the emergency favorably; allocate resources for the implementation of emergency management measures; and assign responsibilities in relation to the implementation of this policy and related procedures.
The Office of EHS&EM is responsible for the overall administration of the campus EHS&EM policies and is accountable for Longwood University's compliance with all environmental, occupational health, safety and emergency management regulatory agencies. The EHS&EM is tasked to work within or chair where applicable the appropriate committees assigned to design, develop, and implement the EHS&EM processes to ensure compliance of regulatory requirements, best industry practices and Longwood University EHS&EM policies and procedures. It carries out this mission by providing technical, regulatory, and related management services to the colleges, centers, departments, and the Institution that have a shared responsibility for operational accountability for regulatory compliance. EHS&EM shall assist in the development and implementation of programs including; training, emergency response, and analysis of specific problems so that compliance is practical at the individual level.
What about routine and random inspections of worksites?
EHS&EM shall coordinate all University responses to regulatory agencies' inquires, complaints, lawsuits, and other formal proceedings through the college, center or department heads where applicable and the Office of the President prior to approving methods for corrective action. The Director of EHS&EM shall report to the office selected by the President.
EHS&EM training shall be conducted as required by the task being performed, the regulatory compliance requirements and the EHS&EM procedure. All training records shall be required to list the subject matter title, instructor's name, date of the instruction, the class attendee's name and employee badge number, where applicable. All training records shall be kept for three years as required by Virginia Occupational Health and Safety Administration. All training must be completed within the time constraints provided by the EHS&EM Office.
All faculty, staff, and students have the responsibility to abide by the EHS&EM policies and procedures and report unsafe behavior/actions and operations which may cause any injury or harm to people, property, or the community. All faculty and staff have the responsibility to personally cease performing and request others to cease performing any action where it is determined that such action could result in the Immediate Danger to Life and Health (IDLH) under the OSHA guidelines. Each individual, who has responsibilities listed under the EHS&EM Policy, shall ensure the EHS&EM requirements within their operations are adhered to and provide the appropriate disciplinary action when required.
The EHS&EM Director and its designated staff shall enforce all EHS&EM policies and procedures equally and impartially. The EHS&EM Office shall have the authority to issue a stop work order for any operation where anyone's health may be compromised or injury may occur until such time the situation is investigated to determine cause and corrective action is provided.
Revised and approved by the Board of Visitors, September 7, 2002.
Revised and approved by the Board of Visitors, September 11, 2009.