Managing a Small EHS Office

Karen Misbach Suzanne Howard Bruce McDougalDirector, EH&S Director, EH&S Director, EH&STrinity College Wellesley College Colby College

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Introduction to Trinity College

Liberal Arts 2100 Undergraduate

students; 150 graduate 80 Buildings on 100

acres 27 Residence halls 14 Teaching/ 23

research labs

Studio Arts facilities Engineering labs

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EH&S at Trinity

Created January 2000 from EPA initiative 3 FTE: manager, technician, fire systems

specialist Report to Director of Facilities Asbestos, CHO, waste mgmt, RCRA, TSCA,

air, wastewater, SPCC, Tanks, OSHA, reporting/recordkeeping, training, construction safety, fire systems, IAQ, emergency response, safety committee, etc.

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Prioritizing and Perspective

Develop key relationships Let your presence be known Self promotion CYA Use resources Manipulation Timing Smile and repeat mantra

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How to Prioritize

Eliminate the hazard Address non-compliance Fix the easy to fix first Target big ticket items Minor tasks vs. Big projects Inadequate is better than nothing Direct efforts purposefully Proactive vs. Reactive

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Communication

No one really knows what the heck I do My boss = Asbestos & lead (budget killer) Campus Safety = Emergency management &

chemical spills Custodial = Bloodborne pathogens Faculty = Chemicals and waste mgmt IT = Universal waste disposal Admin. Assts.= IAQ & ergonomics Students = Mold, bugs, & bad smells

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Introduction to Wellesley

All Women’s College with 2200 Students

Founded in 1875 in Wellesley, MA

2.5 Million GSF Approx 65 Buildings on

over 500 acres 20 Residence Halls Science Center has

285,300 sq feet of labs, offices and support space

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EHS at Wellesley College

Manage the full range of typical (and atypical) EHS programs

Labs are more general oversight – not directly involved in the day-to-day. CHO has separate reporting-line up to the Dean.

EHS Staff includes: EHS Director – 1 FTE Consultant – 0.8 FTE Students – 0.5 FTE Admin Assistant – 0.05 FTE

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How to Get Things Done?!

Plan ahead Activities for each day and hope to accomplish at least

one thing Six months to one year out Commit to not allowing something to sit on your desk

for xxx amount of time Develop & maintain professional relationships on

campus Respond in person sometimes, not email EH&S trainings Custodial Services are important allies!

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How to Get Things Done?!

Develop & maintain professional relationships off-campus Colleagues at other institutions Regional Professional Organizations National Professional Organizations Benchmark with other similar institutions

COFHE – Consortium on Financing Higher Education – http://web.mit.edu/cofhe

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How to Get Things Done?!

Keep a running list of priorities What you MUST get done Use a “rating system” – base it on risk,

financial, compliance, political, others? Put list on paper, computer, or whiteboard

Document SOPs Keep them short and simple - no more than

two pages – one preferable Make them easily accessible

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EXAMPLE SOP

Program:DOT Medical Certificates

Scope: Involves all employees who 1) drive commercial vehicles over 10K, 2) drive over 15 passengers, or 3) carry haz-mat in their vehicle regardless of size.

Procedure:1. Employee can go to their primary care physician and ask for the certificate, OR2. Employee can go to xx Hospital and obtain the certificate.3. If go to the hospital, call the clinic at 617-555-5555. Advise them you would like an appointment for a DOT Medical Certificate. Wellesley College will pay for this visit.4. Employees to provide copy of certificate to supervisor.5. Supervisor to provide list of all employees to EHS.6. If employees fails exam, must report this to supervisor. Supervisor will adjust employee responsibilities.

Frequency: Every two years

Recordkeeping: Medical Exams on file with physician.List of all employees with certificate on EHS database.

References: Medical Report from DOT Website: http://www.fmcsa.dot.gov/documents/safetyprograms/Medical-Report.pdf

Date: April 11, 2007

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How to Get Things Done?!

Use technology Stay current with what is available We use Microsoft Sharepoint Software On-line training

Develop & maintain a good filing system On the computer Paper Files Keep up with it!

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Introduction to Colby

1,800 Students, 667 Faculty & Staff

Founded in 1813, Waterville, Maine

750 Acres, rural setting 64 Buildings, 1.6 million

sq. feet and growing 31 labs, LQG, DEP

Inspected 2006 1.5 FTE’s for Safety Safety Director since

1993

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EH&S at Colby College

Director manages full program

Chemistry Liaison: student safety training, inventory and SAA management, CHP

RSO, CHO, LSO, Fire & Life Safety, Training, Ergonomics, Emergency Response, RCRA, OSHA, Secretary, Clerk, Bottlewasher, etc.

DEP RCRA Inspection 2006 Still Employed!

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YA GOTTA BELONG!!!

Benefits – Shoulders to cry on Brains to pick Programs to “steal” Info to share Free/low cost training FUN!!!

Costs – Membership fee Conference reg. Time

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WHERE TO BELONG

CSHEMA (www.cshema.org) C2E2 (www.c2e2.org/) ACS (http://membership.acs.org/c/ccs/ ) ASSE (www.ASSE.org ) Regional/State Groups

NESCESA MECUSEA Every region has one

NSC (www.nsc.org ), and more!!!!

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PROFESSIONAL DEVELOPMENT

GET CERTIFIED! CSP CIH OHST CHMM HAZWOPER More

Conferences Insurance company State OSHA/EPA

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PROFESSIONAL DEVELOPMENT (CONT’D)

Go back to school On-line information Listservs

CSHEMA SAFETY EPPNET

Visit/tour other institutions

Query the experts

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Questions?

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