Miami Dade Corrections And Rehabilitation Department Chemical Control Policy 2016 PDF

MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 10 DSOP: 10-010 YEAR: 2016 VERSION: 1 SUBJECT: CHEMICAL CONTROL EFFECTIVE DATE: November 4, 2016 SUPERSEDE...

MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 10 DSOP: 10-010 YEAR: 2016 VERSION: 1 SUBJECT: CHEMICAL CONTROL EFFECTIVE DATE: November 4, 2016 SUPERSEDES: June 11, 2012 MODIFICATIONS: All Pages I. POLICY It is the policy of the Miami-Dade Corrections and Rehabilitation Department (MDCR) to comply with standards for the inventory, control, safe use, and disposal of chemicals in the workplace. MDCR have established a chemical control process and training guidelines to ensure that Sanitation staff and Inmate Workers utilize chemicals in accordance with this policy and manufacturers’ directions. MDCR collaborates with local fire departments to review procedures on chemical safety, storage, and emergency responses to spills/exposures. II. DEFINITIONS Caustic, Chemical, Concentrated Chemicals, Dilution Process, Exposure, Flammable/Combustible, Hazardous, Personal Protective Equipment, Safety Data Sheet, Toxic III. SAFETY DATA SHEET The Compliance and Audit Bureau (CAB), Departmental Safety Officer (DSO) shall review Safety Data Sheets (SDS) and approve chemicals that can be safely used. MDCR shall not purchase or accept any chemicals without a SDS from the manufacturer or distributor. A SDS shall be available for each chemical prior to being issued or stored. A. SDS MASTER LIST MDCR maintains a Safety Data Sheet Master List that identifies all chemicals used. The list shall be: 1. Posted on CRNET website for staff; 2. Updated by CAB when there is an addition or deletion; and 3. Maintained at the MDCR Warehouse until a chemical is no longer authorized. The Warehouse Supervisor shall provide new or updated SDS immediately to the DSO. When a SDS is revised or a chemical previously used is no longer authorized for use, the Warehouse Supervisor shall: a. Ensure that the SDS being replaced is marked with the date removed from the SDS master file; b. Ensure that record retention for SDS files are kept for 30 years from the date of removal from the SDS master file; c. Forward revised/deleted information to DSO; and d. Dispose of any remaining product based on the manufacturers’ direction and/or with guidance from the Miami-Dade Fire Department; Page 1 of 7  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 10 DSOP: 10-010 YEAR: 2016 VERSION: 1 SUBJECT: CHEMICAL CONTROL e. Inform the DSO that a chemical or product is no longer authorized for use. The DSO shall inform the facilities of disposal method. B. SDS FILE/BINDER The Sanitation Supervisor at each facility/bureau/entity shall ensure that a current SDS master inventory binder with all SDSs is available and maintained in chemical storage areas. The binder shall include a table of contents and individual numerical tabs to identify related SDSs. SDSs shall be maintained on/in, carts, cabinets, closets, or outside sheds where chemicals are stored. If a SDS is unavailable, the Sanitation Supervisor shall ensure that a copy is obtained from CRNET or MDCR Warehouse. Sanitation staff shall ensure that chemicals no longer authorized for use are returned to the warehouse for disposal. C. LABELING REQUIREMENTS Chemicals purchased from the manufacturer shall have the manufacturer’s SDS and the identifying chemical label affixed. The original label on the container of a hazardous chemical shall not be removed or defaced. Containers without labels shall not be used. Chemicals issued in working containers to sanitation staff or inmate workers shall be correctly labeled with the chemical type/name, manufacturer’s contact information, product identifier, hazard notice, precautionary statements, and instructions for use of protective gear, e.g., gloves, goggles, shoes, mask, etc. Sanitation Supervisors shall ensure that the labels on secondary storage chemical spray bottles that are illegible or distorted are replaced immediately with printed labels. IV. PROCEDURES The Sanitation Supervisor and assigned Sanitation staff of each facility’s sanitation unit is responsible for chemical control. Each Sanitation Supervisor shall ensure that proper chemical usage protocols regarding dilution, storage, bottle labeling, etc., are followed. The Sanitation Supervisor shall ensure: A. Safety information shall be available and posted for sanitation staff and Inmate Workers regarding the identity and hazard of chemicals used in a facility/bureau/entity; B. Protective gear shall be available and shall be worn by sanitation staff and inmate workers using chemicals, as indicated by SDS and the Janitorial Process Manual; C. Sanitation staff completes the Disinfection Checklist during routine cleaning or disinfection of a cell/unit/bunk; D. Required training shall be provided and documented. Refer to DSOP 13-001 “Sanitation Procedures” for additional information. V. TRAINING Sanitation staff and Inmate Workers assigned to sanitation details shall be provided training on safe and effective use of chemicals and cleaning methods as specified in the Janitorial Process Manual. Staff assigned to Sanitation Units shall be provided four hours of chemical control training prior to assignment. All training lesson plans related to Chemical Control are developed by Training Bureau staff and approved by the Training Bureau Supervisor. Chemical Control training for staff shall be documented Page 2 of 7  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 10 DSOP: 10-010 YEAR: 2016 VERSION: 1 SUBJECT: CHEMICAL CONTROL in the Training Bureau Master Database. Staff notification for chemical control training shall be provided by the Training Bureau. The Sanitation Unit Supervisor in conjunction with Sanitation staff shall ensure that Inmate Workers are trained on chemical usage prior to their assignment. All Inmate Workers shall view the Inmate Sanitation Worker Orientation video that shall provide training based on the following: A. Types of chemicals; B. Chemical labels; C. Use of personal protective equipment, e.g., gloves, gowns, eye protectants; and D. First aid instructions; Sanitation staff shall provide Inmate workers with instructions from the Janitorial Process Manual as to what type of chemicals are to be used on surfaces or items when cleaning. Inmate Workers shall sign the Inmate Orientation/Training Video Acknowledgement form in either of the following languages, English, Spanish, or Creole documenting they have received chemical control training regarding safety and usage. A signed copy of the training documentation shall be placed in the Inmate Profile System (IPS) folder. VI. STORAGE Chemicals shall not be stored in any inmate housing areas, bathrooms, or inmate property bags. Chemical storage areas shall remain secured when not in use. The following chemical storage protocol shall be followed: A. Hazardous chemicals shall only be stored in authorized sanitation storage locations, e.g., sanitation closets, ventilated storage sheds outside of the facility, or areas approved by CAB in accordance with the National Fire Protection Association (NFPA). These storage areas shall display NFPA hazardous chemicals signs; B. Flammable/combustible, caustic, or toxic chemicals shall be stored in cabinets rated by the manufacturer for such uses; C. Flammable/combustible chemicals shall be stored in their original container or a NFPA approved container in a shed outside of the building displaying the NFPA sign; D. Hazardous chemicals used for food service sanitation shall be stored away from walls at least six inches off the floor in a designated area. Hazardous chemicals shall be securely stored apart from food supplies, food preparation areas, packaging equipment, utensils, and/or single use service items; E. Locked storage areas containing hazardous chemicals shall be accessible only to assigned sanitation staff. Sanitation staff shall complete the chemical sign in/out inventory log when accessing or returning chemicals; F. Unused portions of chemicals shall be disposed of by sanitation staff in accordance with the manufacturer’s instructions. Page 3 of 7  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 10 DSOP: 10-010 YEAR: 2016 VERSION: 1 SUBJECT: CHEMICAL CONTROL CAB shall ensure that local fire departments, e.g., Miami-Dade Fire Rescue or the City of Miami Fire Rescue during the annual walk through are shown the location where flammable, caustic, or toxic chemicals are stored. The Facility Safety and Sanitation Officer (FSSO) shall conduct monthly inspection of their facilities, and document findings or comments on the Monthly Comprehensive Fire Safety Sanitation Inspection Report form. The FSSO shall ensure that chemicals are stored with proper labeling and each chemical has a SDS. Any deficiency identified during an inspection at a facility shall be corrected immediately. VII. INVENTORY Chemicals shall be inventoried to ensure accountability. Sanitation staff assigned to chemical storage areas shall adhere to the following: A. Conduct daily inventories of all chemicals, at the beginning and ending of each shift; B. Inventory chemicals in original containers and document quantities on the Chemical Inventory/Issuance Log; C. Document inventory measurements of chemicals in working containers for chemicals requiringmanual dilutions on the Secondary Chemical Inventory/Issuance Log; D. Ensure that the Chemical Inventory/Issuance Log and Secondary Chemical Inventory/Issuance Log are maintained in chemical storage areas for immediate recording of chemical acquisition and distribution; E. Notify the Sanitation Supervisor immediately of inventory discrepancies. The Sanitation Supervisor shall: 1. Conduct a search of chemical storage areas and inmate housing areas to locate the chemical container; 2. Complete an Incident Report and adjust the inventory, if container is not found; The Shift Supervisor/Commander shall be notified in the absence of the Sanitation Supervisor for inventory discrepancies. The Shift Supervisor shall ensure a search is conducted of the chemical storage areas and inmate housing areas, to locate the missing container; to include an Incident Report and adjustment of the inventory log. The Sanitation Supervisor shall ensure that sanitation staff monitor stored chemicals and inventory logs are documented. VIII. ISSUANCE The Sanitation Supervisor and trained sanitation staff shall be responsible for diluting all concentrated chemicals at their facility/bureau/entity. The following types of dilution methods shall be used by sanitation staff: A. MANUAL DILUTION Manual dilution requires sanitation staff to add water and pour the selected chemical into a secondary container. The Chemical Dilution Chart illustrates the amount of water and chemical to be added to the secondary container for accurate dilution of chemicals. CAB DSO, the Environmental Committee, and Sanitation/chemical subject matter experts shall create and update the Chemical Dilution Chart, as needed. Page 4 of 7  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 10 DSOP: 10-010 YEAR: 2016 VERSION: 1 SUBJECT: CHEMICAL CONTROL B. DILUTION CONTROL SYSTEM The dilution control system requires sanitation staff to connect a concentrated chemical container/pouch to a tamperproof dispensing system which is connected to a waterline. The chemical is dispersed into the waterline creating an accurate dilution of the chemical, as specified by the manufacturer. The issuance of chemicals shall be conducted by assigned sanitation staff and recorded on the Chemical Inventory/Issuance Daily Log and the Secondary Chemical Inventory/Issuance Log located in each facility’s chemical storage area. IX. CHEMICAL USE All staff assigned to Sanitation Units that utilize chemicals or supervise inmate workers using chemicals shall be responsible for ensuring chemicals are used consistent with the product labeling and provisions listed on the SDS and Occupational Safety and Health Administration (OSHA) regulations. Inmate workers shall be under the direct supervision of staff at all times during chemical use. Staff and inmate workers shall wear appropriate Personal Protective Equipment (PPE) as recommended by the chemical manufacturer when using chemicals. Staff shall notify the Inmate Medical Provider (IMP) and the Shift Supervisor/Commander in case of injury to staff or inmates, e.g., eye/skin irritation, chemical inhalation/ingestion, etc. The inmate worker shall be escorted by sanitation staff to IMP for medical treatment in accordance with DSOP 14-001 “Inmate Injury/Illness Request for Health Services.” X. CHEMICAL SPILLS/EXPOSURES Chemical spills and exposures require immediate planning, assessment, and safe handling. The following shall be adhered to during unknown or known chemical spills or exposures: A. The Shift Supervisor/Commander shall conduct the following during spills or exposure of unknown chemicals: 1. Call Miami-Dade Police Department’s emergency (911) system who shall to notify the fire department with jurisdiction for assistance, if there is a smell of toxic fumes or observation of smoke; 2. Ensure that staff, inmates, or visitors are evacuated from the effected area; 3. Ensure that sanitation staff or inmate workers do not clean chemical spills if toxic fumes and exposure risks are present. B. Sanitation staff shall perform the following during spills or exposure of known chemicals , e.g., paint, paint thinner, etc.: 1. Use PPE; e.g., gloves, face masks, or goggles, for safety precautions and refer to the SDS for safe and effective clean-up; 2. Move inmates or staff not involved with the clean-up away from the area; 3. Provide immediate first aid, if necessary; 4. Use a spill kit to stop the flow and absorb the chemical; 5. Clean the contaminated surface or area; Page 5 of 7  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 10 DSOP: 10-010 YEAR: 2016 VERSION: 1 SUBJECT: CHEMICAL CONTROL 6. Assure the area is ventilated; 7. Complete an Incident Report; 8. Record incident on the Minor Injury/First Aid Log when staff suffers a minor injury. Refer to DSOP 6-035 “Recording Major and Minor Employee Injuries” for additional information; Create a Facilities Management Bureau (FMB) Service Ticket Request when maintenance work is required; 9. Immediately contact the IMP and the Shift Supervisor/Commander if an inmate or inmate worker complains of eye/skin irritation or chemical inhalation, and escort the inmate to IMP for medical treatment. Reports of hazardous or flammable chemical spills that require fire department response shall be forwarded to CAB, to include the root cause and/or analysis completed. CAB shall provide the State Fire Marshall with investigative reports for review during the annual inspection, to include all preventive/corrective actions. The Facility/Bureau Supervisor shall complete an after action report. XI. HAZARDOUS CHEMICALS/MATERIALS DISPOSAL The disposal of hazardous chemicals shall be in accordance with the manufacturer’s instructions, SDS, federal, state, and local regulations. The DSO shall contact the manufacturer for information on the safe disposal of any hazardous chemical. Sanitation staff shall ensure materials saturated with flammable liquids, e.g., paint or paint thinner are placed in non-combustible containers to prevent a fire hazard. Refer to DSOP 13-003 “Waste Disposal and Pest Control” for additional information. The DSO shall notify Miami-Dade County Environmental Resources Management, Hazardous Waste Section, at (305) 372-6955/6600, and/or the local fire department for further assistance regarding unknown waste spills, leaks, or placement of any solid or hazardous waste on facility grounds. The DSO may also inquire as to the types of hazardous chemical storage containers for facility use, and location sites to dispose of hazardous waste, if instructed. XII. CROSS REFERENCES DSOP 6-014 “Communicable Disease Prevention and Exposure Control” DSOP 6-035 “Recording Major and Minor Employee Injuries” DSOP 11-003 “Incident Report Procedures” DSOP 13-001 “Sanitation Procedures” DSOP 13-003 “Waste Disposal and Pest Control” DSOP 14-001 “Inmate Injury/Illness - Request for Health Services” DSOP 14-008 “Healthcare Services” DSOP 20-002 “Inmate Worker Status” Page 6 of 7  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 10 DSOP: 10-010 YEAR: 2016 VERSION: 1 SUBJECT: CHEMICAL CONTROL XIII. RELATED REFERENCES National Fire Protection Association 704 Standards Occupational Safety and Health Administration Standards XIV. STANDARDS PREA None FMJS 11.13, 16.03(r) ACA 1-ABC-3B-03; 2-CO-3B-01; 4-ALDF-1A-02 FCAC 6.12M, 6.22M NCCHC J-B-01(4) XV. REVOCATIONS Any language in a DSOP, Procedural Directive, SOP, Post Order, and/or written correspondence that conflicts with this policy is hereby revoked. FORMS/SUPPORTING DOCUMENTS Chemical Dilution Chart Chemical Inventory/Issuance Log Disinfection Checklist Incident Report Inmate Orientation/Training Video Acknowledgement Inmate Sanitation Worker Orientation Janitorial Process Manual Minor Injury/First Aid Log - Miami-Dade County Monthly Comprehensive Fire Safety Sanitation Inspection Report - CAB Safety Data Sheet Master List - CAB Secondary Chemical Inventory/Issuance Log Page 7 of 7  DEFINITIONS DSOP 10-010 “Chemical Control” Caustic A substance that destroys or erodes by chemical reaction. Chemical A substance in the form of elements or compounds, such as cleaners, bleach, etc., that is manufactured a chemical process. Concentrated Chemicals Compounds required by the manufacturer to be diluted prior to being used. Dilution Process Action of diluting compounds with water for safe and effective use prior to storage and distribution to worksites. Exposure Touching, breathing, eating or drinking of harmful chemicals that can result in varying symptoms with different degrees of danger. Mild reactions may include burning/tearing of the eyes, throat, nose, chest and skin. Severe reactions may include coughing, wheezing, feeling faint, convulsions, and even death. Flammable/Combustible A substance that will ignite when in contact with a flame or spark at or below 100 degrees Fahrenheit. Hazardous A substance defined by the chemical manufacturer as flammable, combustible, toxic or caustic. Personnel Protective Equipment (PPE) Specialized clothing or equipment worn by an employee for protection against hazardous liquids or body fluids, e.g., gloves, gowns, face shields or masks, eye protection, resuscitation bags, etc., Safety Data Sheet A document that provides staff and emergency personnel with procedures for handling or working with chemical substances in a safe manner. The document provides information such as toxicity chemical levels, health effects, first aid, reactivity, storage, disposal, protective equipment, and spill-handling procedures. Toxic A substance that, through chemical reaction or mixture, can inflict possible injury or harm to the body by entry through the skin, digestive tract, or respiratory tract; the toxicity is dependent on the rates, method, and site of absorption.