STANDARD OPERATING PROCEDURES
Failsafe Keycards
SOP#
Effective Date
07.01.2015
Revision Date
07.01.2015
Department
Engineering
Category
Version #
1
Scope
To ensure all properties follow the minimum standard for the Guestroom Access
PURPOSE The purpose of this document is to describe the procedure to be followed to ensure that all engineering departments work to thesame closely controlled standards.
REQUIREMENTS
The below is a minimum standard. All Branded hotels must follow all of their Brands specific SOPs
PROCEDURE:
1. Failsafe keycards should be made and stored for each guest room. Three sequences of keycards and two keycards for each sequence should be stored. This will allow your property to rent a room three times during a power or system failure. 2. Failsafe keycards can be stored in three ring binders with business or baseball card holder pages or in bins with small envelopes. A separate binder or bin for each sequence is recommended. The Failsafe binders or bins should be kept in a secure location. 3. In the event of a power or system failure keycards should be issued to the guest. Sequence #1 Failsafe keycards should be issued first for each room. If there are no keycards in the sequence #1 binder/bin, issue the keycards from the sequence #2 binder/bin. If there are also no keycards in the sequence #2 binder/bin, issue keycards from the sequence #3 binder/bin. 4. Any room that had Failsafe keycards issued needs to be updated to continue to store three sequences. If a room had sequence #1 Failsafe keycards issued, move the sequence #2 keycards to the sequence #1 binder. Then move the sequence #3 keycards to the sequence #2 binder. Next, make a new set of keycards (2) for the room and store them as sequence #3. If a room had sequence #1 and #2 issued, move the sequence #3 keycards to the sequence #1 binder. Then make two new sets (2 keycards each), storing them as sequence#2 and #3. If a room had all three sequences issued, make three new sets.
5. Only the GM and FOM are authorization to make these Failsafe key cards.
6. The Failsafe Keycards must be remade every 12 months. Depending on your current version of software the cards will expire in 12-18 months. PLEASE refer to your vender for specifics on this process.
Emergency Fire Evacuation Drills
SOP#
Effective Date
August 1, 2015
Revision Date
Department Asset Management Category
Life Safety
Version #
Scope
This document was prepared to provide the tools to effectively conduct building fire evacuation drills for all associates.
PURPOSE The purpose of this document is to describe the procedure to ensure that all hotels conduct quarterly Fire Evacuation Drills in accordance with local; federal and state laws and that these procedures are adequately controlled so that the Safety Committee members take an active role to ensure the continued education of current and new associates.
REFERENCES:
The below is a minimum standard. All Branded hotels must follow all of their Brands specific SOPs
Please follow the link below for your Brand
Marriott
Hilton
Extranet
the Lobby
Starwood
IHG
Starwood ONE
Merlin
REQUIREMENTS:
Quarterly: Conduct a pre-planned Fire Evacuation Drill for all Associates.
DOCUMENTATION: Written records of visual inspections and tests are to be kept by the owner for inspection by the authority having jurisdiction. Use Enclosure (s) as an example of the required record. Records are to be retained for thirty-six (36) months PROCEDURE: Atrium Hospitality facilities must conduct fire drills covering each work shift (although not necessarily on the same day), to test the effectiveness of their fire response plan and emergency evacuation procedures. Refer to your Emergency Procedures Plan. Facilities should conduct no fewer than four drills within a calendar year (at least one of these must be a full-building evacuation), and may include service contractors and vendors. This schedule may be modified by national, regional or local fire codes, which may also permit some, but not all, of the fire drills to be tabletop exercises. Invite the local fire department to witness and participate in at least one fire drill annually. Document all fire drills. A form for this purpose is attached to this SOP as Appendix 1; it can also be
Emergency Fire Evacuation Drills
SOP#
Effective Date
August 1, 2015
Revision Date
Department Asset Management Category
Life Safety
Version #
Scope
This document was prepared to provide the tools to effectively conduct building fire evacuation drills for all associates.
found in your Emergency Procedures Plan. The form used to document the drill can be customized according to local jurisdictional requirements or business needs. In addition, the person conducting the fire drill should prepare a written evaluation of each one. A form for this purpose is attached to this SOP. Retain all fire drill records for 3 years beyond the date of the last drill. Records are best kept by the most senior ranking Emergency Response Team (ERT) member, usually the Chief Engineer. CONDUCTING A FIRE DRILL: The following steps in conducting a drill should be adjusted according to the specific facility’s physical and operational features, such as location, building type and staffing: • ERT leader on each shift d ecides the type of drill (tabletop, full evacuation, or modified – associates only), and the scenario (examples include smoke from a guestroom, fire in the main kitchen, fire in elevator equipment room fire from a vehicle in an underground garage or parking lot, and fire/smoke in the ballroom area). • ERT leader on each shift schedules each drill, and notifies the ERT members. • As appropriate, post notices of the planned fire drill within the building at such locations as guestrooms, front desk, elevators ; and on associates’ bulletin boards and in their locker rooms. • If required, inform the local fire department. • Appoint fire drill observers to record the activities at key facility locations. • Determine, and communicate to all involved, the official “All Clear” notification that will allow affected persons to return to the building. • If the drill involves a physical evacuation of the facility, emphasize an orderly, rather than a speedy, evacuation. • Evaluate the performance of the drill, incorporati ng the comments of appointed observers, and develop appropriate corrective actions. • Ensure that recommended changes are implemented. RELATED DOCUMENTS: National Fire Protection Association, “NFPA 101: Life Safety Code®”
SAFETY COMMITTEE MEETING MINUTES
PROPERTY: DATE:
START TIME:
Safety Committee Meeting Roll Call
MEMBERS PRESENT
MEMBERS ABSENT
Department
Name
Department
Name
Department
Name
General Manager
Culinary/Kitchen
Human Resources
Room Service/Outlets
Security/Loss Prevention
Catering/Banquets
Housekeeping/Laundry
Sales and Marketing
Engineering/Maintenance
Special Guest/s
Accounting/Finance
Food and Beverage
Front Desk/Bell/Valet
Page 1 of 5
Unfinished Business and Old Recommendations
List any unfinished business and old recommendations not completed since the last Safety Committee Meeting.
NOTE: Any outstanding issue more than 60 days old must have a comprehensive written explanation attached to these minutes.
ORIGINAL DATE
DUE DATE
DETAILS
STATUS
RESPONSIBILITY
COST
John has added this to the PM Schedule. 3” screws will be used, instead of 2”. John will determine if it is the bulbs or the ballast and replace as needed.
12/13/14 Some guestroom doors are not closing properly.
John Smith
Ongoing
12/22/14 Lights are out in one of the fire exits on the 5 th floor.
John Smith
02/23/15
Page 2 of 5
Safety Items Completed Since Last Meeting
ORIGINAL DATE
COMPLETED BY
COMPLETION DATE
DETAILS
STATUS
COST
John Smith noted that the brass plates on the service doors to the Ballrooms have sharp corners.
Edges were ground down smooth to prevent cuts.
01/01/15
John Doe
01/03/15
Page 3 of 5
New Business and Recommendations
NOTE: Suggestions for improvement or correction listed on the Quarterly Property Inspection Form should be listed as a line item in this segment. Similar types of improvement or correction items can be combined as one line item; however, the plan is to address all of the issues of the one line. For example: “Several Housekeepers have been using poor body posture when making beds. Will deliver bed making safe posture training to all Housekeepers with a return demonstration to confirm training understanding.”
Has last quarter’s Property Inspection Form been completed? Yes No If Property Inspection has NOT been completed, please provide explanation?
Has last month’s Property Inspection Form been reviewed during this meeting? Yes No
DATE
DETAILS
DUE DATE
COST
RESPONSIBILITY
01/30/15 Repair / stretch the carpet at the second floor elevator #2. This is a fall hazards.
Johnny Depp
02/03/15
01/30/15 Repair the self-closing mechanism on the swimming pool gate. Does not close.
Harrison Ford
02/03/15
Page 4 of 5
Associate Accidents
The Safety Committee should review the Accident Investigation Form for Associate accidents and discuss solutions. Recommendations should be specific to address behaviors and work environment. Do not accept, “Coached Associate to be more careful.” When additional space is needed for recommendations, add an attachment.
Goal & Action Steps can be created to address specific injury or incident trends for improvement.
ASSOCIATE’S DEPARTMENT
DATE
TYPE OF INJURY
DIRECT CAUSE OF INJURY
ACTION TAKEN TO PREVENT REOCCURRENCE
Page 5 of 5
Policy & Procedure
Waste Hauling
SOP#
600-4
Effective Date
7/19/2016
Revision Date 4/17/18
Department Operations
Category
SPECS/R&M
Version #
Scope
Waste Hauling Standards
OBJECTIVES: • Reduce waste hauling expense by reducing number of hauls. • Install and maintain pressure gauges on all compactors. • Hauls to change from a set schedule to haul upon call . • Haul average weight should be more than 50% of the full capacity of the compactor. PROCEDURE: • Wet trash compactors and cardboard compactors must have gauges. • The gauges must be read daily along with utility meter readings by the maintenance team. • It is the responsibility of the Chief Engineer to call for pickups based on readings. However, it is important for the Chief Engineer to consult with team members such as the Executive Chef and Executive Housekeeper to understand business levels in the immediate days surrounding the intended compactor haul date. The objective is to reduce the number of pulls and costs, but please be sensitive to immediate business levels as well. • Exceptions considered and approved, by Vice Presidents of Operations, based on limited service of haulers which would prevent one-day notice to haul upon call unworkable • The gauges must be inspected for functionality as part of SPECS. • The daily readings will be submitted to the Executive Chef.
1
Policy & Procedure
Safety Handrail and Stage Rail Waiver
SOP#
800-02
Effective Date
10 10 2015
Revision Date 11.25.2019
Department Operations
Category
Safety & OHSA
Scope
Hand rails and step rails in hotels at hotel events
POLICY: All hotel, event, and catering operations are required to have enough stage and step hand rails for the risers used for events in Atrium Hospitality hotels. Rear and side stage safety rails and step hand rails must always be used when risers are in place for an event. If the hotel does not enough railings or step hand rails for an event, or has multiple events going, they will need to rent an adequate supply to cover all events.
Preferred vendor for the safety rails: Sico America Adam McMahon amcmahon@sicoinc.com (952) 829-5116
https://www.sicoinc.com/en/teams/hospitality/
If an event planner, meeting planner, or guest does not want the safety rails used, they must sign the Safety Handrail Waiver of Liability to accept responsibility. Under no circumstances shall railings and handrails be removed without the fully executed waiver in place. You should also refer to your specific brand for additional requirements. The waiver is below so the hotel can fill in each entity’s complete and legal name and gain signature.
1
Policy & Procedure
Safety Hand Rail for Staging Waiver of Liability: NOTICE: The Hotel recommends the usage of safety hand rails for staging during events at the Hotel. By voluntarily signing this waiver, Group assumes the risk in the event of bodily injury or death because of the failure to use safety hand rails on the staging during its event at the Hotel. GROUP NAME, (hereinafter referred to as “Group”), will conduct meetings and/or event(s) at the HOTEL NAME, (hereinafter referred to as “Hotel”). The dates of the event(s) are from START DATE to END DATE. Group understands there are certain risks, including the possibility of serious bodily injury or death, when not using properly installed safety hand rails for the staging provided for Group’s event. These risks have been fully explained to GROUP REPRESENTATIVE NAME, Group Representative; and Representative understands the risks. Group fully assumes responsibility for the risks involved in not using safety hand rails, and Group and Group’s Representative will use their best judgment while utilizing the staging for their events. Group and Group Representative hereby waive and release HOTEL LEGAL ENTITY NAME d/b/a HOTEL NAME and Atrium Hospitality, its agents, employees, franchisors, and affiliates (“Released Parties”) from any claim for personal injury, property damage, or death that may arise from the use of staging without hand safety rails. By signing this Waiver, Group certifies that it has insurance to cover the event to be conducted by Group at the Hotel and/or Conference Center during the dates of the event and agrees to provide the Hotel with a Certificate of Insurance which reflects commercial general liability insurance with a minimum limit of one million dollars ($1,000,000) per occurrence. Said Certificate shall name the Released Parties as additional insureds. Group agrees to indemnify and hold harmless the Released Parties from all damages and expenses (including attorneys’ fees and expenses) arising out of any claims for personal injury or death due to the failure to use safety hand rails for staging at Group’s event. Group Representative represents and warrants that he/she is authorized by Group to sign this Waiver on behalf of Group.
Dated: ____________________________________
GROUP LEGAL NAME By: ________________________________________ Group Representative ___________________________________________ Representative Printed Name/Title
ADDRESS OF GROUP
HOTEL LEGAL ENTITY NAME d/b/a HOTEL NAME
By: _______________________________________ Hotel General Manager
2
Policy & Procedure
Non-Guest Key Control Policy
SOP#
800-04
Effective Date
2/10/2016
Revision Date 2/16/2023
Department
Operations
Category
Safety & OSHA
Scope
Policy for control of non-guest room keys
POLICY:
The purpose of this document is to outline procedures to ensure that all hotel staff follow strict guidelines in dealing with master keys and that these procedures are adequately controlled so staff and guests are kept in a safe and comfortable secure environment. All employees should review the entire policy upon orientation and sign the acknowledgment form provided.
MASTER KEY PROCEDURES:
Only the following positions are to have the ability to encode master, zone, lock out, and e-keys:
• • • • •
General Manager
Assistant General Manager
Director of Operations
F&B Director Chief Engineer
• Note: Larger properties may need to amend this list.
Key Levels: •
Grand Master Key can open all locks including double locked doors. One copy is kept on the fire department ring, and one copy is issued to the General Manager, Assistant GM, Executive Housekeeper, and ChiefEngineer. • Engineering key is programmed to open all electronic locks but not to open doors with secondary locks engaged. • Director and/or Executive Housekeeper/Housekeeping Manager keys are to be programmed to open all guest room and storage/linen room closest locks. • Supervisor, Room Attendant, Houseperson, Public Area keys are programmed to open all guest room and storage/linen room closet locks. They are to be signed out and signed back in daily. • F&B will receive an electronic key if the hotel is equipped with meeting space and/or if the club lounge is equipped with an electronic lock. Room service may need a key to deliver orders or amenities to guest rooms. Room service key is to be programmed same as the Housekeeping Supervisor key. • Lock out key is used by the MOD to secure a room and prevent entry. o All keys will be programmed to expire in 6 months. Note: The below can be encoded for 12 months. ▪ General Manager ▪ Assistant General Manager ▪ Director, Accounting ▪ Director, Sales & Marketing ▪ Director, Event Sales ▪ HR Director ▪ Executive Housekeeper/Director of Housekeeping • The above positions may maintain possession of both electronic and hard keys if locked in their office or locked desk drawer. Keys ARE NOT to leave the property. • Keys are to be signed in at the end of their shift with a witness. • Keys must be maintained on the person. • No passing of keys without first logging in and out with a witness. • A master key control log must be maintained, updated routinely, and inventoried annually. • All key rings must be sealed and numbered. • Guestroom keys only may be made by front office personnel as assigned in their job duties. • Portable programmers are to be locked in a double locked box and signed in/out by the Engineering or Security team when needed. Property is to keep a spare portable programmer at all times. • Contractors may need electronic keys from time to time (i.e. Ecolab extermination, renovation project manager etc.). Keys must be coded with their name and an expiration limited to their time at the hotel. These contractors are to sign the AH Key Control and Privacy Policy acknowledgment forms (OPS SOPs 800-03 and 800-04).
Policy & Procedure
KEY RINGS:
• Keys must be issued and organized by position, individual, and key access level. • The rings must be sealed and include a permanent metal tag with a number key stamped into the metal. • Hard keys will be identified by permanent impression made by a key stamp. • Soft keys will be clearly labeled with a sticker and hole-punched for the key ring with a protective grommet. • All non-guest room door locks will be labeled with the same naming as the individual keys that open them. • A log will be maintained listing all locks and their labels by the Chief Engineer. • The Chief Engineer will maintain a log with all key rings and a listing of the keys assigned to each ring. • Keys may not be moved from ring to ring without first changing the documentation on the Master Key Log. • All cash drawer keys will be assigned to positions. • Only one associate may have possession of a key bank per shift to avoid “shared banks.” • All keys that cannot be identified for function or department will be logged and secured in the hotel safe for a year. After a year of non-use, the key should be destroyed.
DOUBLE LOCK KEY BOXES:
• This procedure functions similarly to a safe deposit box system. • All key rings will be secured in individual two-key lock boxes in the Front Desk area. o One lock will be accessible with a “master” or common key for all boxes. o The other lock will be accessible with an individual key issued to each user. • The key rings always remain on the property in the key box. • The manager or associate retains the individual key to the box on their personal key ring. • All keys not signed out must be secured in a double lock box.
• The master key will be maintained away from the boxes under the control of the Front Desk team or PBXoperator.
Policy & Procedure
• It is a good practice to put the master key on a large ring or similar object to avoid it being accidently takenhome. • Master keys secured for the fire department should be in FD designated lock boxes and replaced during the annual inspection. When secured in a glass faced box, the key should be visible with the expiration date written onit.
• As a secure backup procedure, it is advisable to maintain two break front boxes. o One box contains a copy of each of the individual key box keys. o The other is an emergency ring to be used in the event of a medical or building emergency. • In the event either of the break front boxes are accessed, a report must be provided to the General Manager explaining the reason for the access. • The General Manager will retain any individual keys to these boxes on his/her key ring.
Policy & Procedure
KEY LOG: • A key log must be properly maintained at the Front Desk area along with the control of the Master Key. • Associates must sign for their keys. • A witness must initial and note the actual time the keys are issued as they are being issued. This is not a timekeeping mechanism; it is a way to track the time period when keys are in use. • The same person who originally signs the keys out must sign the keys back in (keys cannot be passed from one associate to another). • When the keys are returned, a witness must initial and note the actual time in the log at the time the keys are returned. Key logs CANNOT be filled in after the fact. • Key logs must be maintained for six years, as they may be needed to defend the hotel against litigation. • A sample key log can be found on SharePoint under Policies, Procedures and Resources/Operations/SOPs/OPS SOP 800-04.1 EMERGENCY PANELS: • Emergency panels used to manage the fire alarm system must be locked if they are accessible to guests or non-trained associates and managers. • Noted exception to the “keys must be signed in/out” principle: Members of the senior management team or Executive Committee may maintain their keys in a lock location within their office or locked desk drawer and are not required to use a dual lock key box. They will be required to sign an acknowledgment form that they are personally responsible for the keys. These positions include: o General Manager o Assistant General Manager o Director, Accounting o Director, Sales & Marketing o F&B Director o Director, Event Sales o HR Director o Executive Housekeeper o Chief Engineer HOUSEKEEPING KEYS: • All Housekeeping managers will follow the SOP for master key procedures described above. • All Supervisor, Room Attendant, Houseperson and Public area keys will be kept in a single locked key box in the Executive Housekeeper’s office. • Housekeeping keys will be signed out and back in daily. They will be reconciled by the closing housekeeping manager/supervisor. • A master key log will be maintained by the Chief Engineer. • Floor master rings will be issued by Housekeeping management to the Room Attendants in the morning while breaking out the house. • All keys must be signed out and in with a witness. o If a Supervisor, Room Attendant, Houseperson, Public Area Attendant loses the key they are using, they must report it immediately to their manager. If the key is not found, a cancel key for the key lost is to be made and the manager/associate will need to go to every guest room and closet door and deactivate that key for each lock. LOST KEYS: • When a guestroom electronic key or a non-guest hard key is lost by an associate in the hotel, they are to immediately notify their manager and the MOD of the lost key. The MOD must take immediate action as follows: • Unless the lost electronic key is immediately recovered, a cancel key for the key lost is to be made and the manager/associate will need to go to every guest room and closet door and deactivate that key for each lock. • Security should be notified, dispatched to the guestrooms involved, and maintain watch until locks have been re-keyed. • Areas affected by a lost hard key should be re-keyed with a new cylinder or the lock set replaced by engineering as soon as notified. • In the event a key with high level access is lost, the building must be re-keyed as soon as the loss isconfirmed. • Security incident reports will be completed in either situation with corrective action noted. • Where the notified MOD was not the GM, then as soon as the protective steps have been put in action, the MOD must inform the GM of the loss and the actions taken.
Policy & Procedure
TRAINING ACKNOWLEDGMENT
KEY CONTROL POLICY
I have reviewed the Key Control Policy and have had an opportunity to ask questions. I understand the policy and that I will be responsible for complying with this policy. In receiving the information above, I am making a commitment to follow Atrium Hospitality policies.
I will follow this policy in a professional and appropriate manner in the workplace at all times.
Should I violate any of the above, I may be subject to disciplinary action, up to and including separation of employment.
Associate Signature
Associate Printed Name
Date
Manager Signature
Manager Printed Name
Date
Training acknowledgement to be filed in the associate’s personnel file.
Policy & Procedure
Crib SOP & Certification Policy
SOP#
800-7
Effective Date
3 2016
Revision Date
Department Operations
Category
Safety & OSHA
Version #
Scope
Any associate bringing a crib to a guestroom must be trained and certified
THIS CERTIFICATION IS TO BE MANAGED BY THE TRAINER: Each Associate who may have the opportunity to deliver a crib to a guestroom must be trained and certified in the correct way to safely set-up and deliver a crib to a guestroom. The trainer must instruct the Associate as to how to correctly set-up and deliver the crib; and, in turn, the Associate must be able to demonstrate that he/she can correctly set-up a crib, transport it to a guestroom and complete the in-room set-up and placement of a crib in a guestroom. The Associate cannot be certified unless each of the items below is accomplished in the correct manner. No Associate may set-up and/or deliver a crib to any guestroom unless the Director of Housekeeping or their designated representative has trained and certified them. Each step in the set-up and delivery process must be initialed as completed by the person conducting the training. The Associate must sign this form in two places at the bottom to acknowledge that he/she has been trained and certified as outlined below and that he/she understands that deviations in the set-up, delivery and installation of a crib in a guestroom are forbidden. Trainer Initials Associate Initials
1 Unfold the crib and make certain the sides are fully extended. 2 Lower the bottom board into place making sure the frame under the board is anchored in the supporting brackets. 3 Ensure the latch holding the bottom board is positioned to prevent the bottom board from rising up. 4 Perform a safety check of the crib to be certain there are no loose, damaged or broken parts; that all safety warnings are intact and legible; and there are no sharp edges of metal anywhere on the crib. 5 Correctly cover the mattress with a fitted crib mattress pad and a fitted crib sheet. (DO NOT USE ADULT SIZE SHEETS TO MAKE UP THE CRIB) 6 Securely place the mattress in the bottom of the crib. 8 Transport crib to a guestroom and check for broken wheels and frame parts. 9 Position the crib in the guestroom, away from curtains, cords, electrical outlets and electrical equipment. 10 DO NOT PLACE ANYTHING ELSE IN THE CRIB (I.E. NO BUMPER PADS, BLANKETS, PILLOWS, TOYS, CRIB
1
Policy & Procedure
CARD ETC.) ONLY AN INDIVIDUALLY WRAPPED, ONE TIME USE, BLANKET MAY BE PROVIDED UPON GUEST REQUEST. THE CRIB CARD SHOULD BE PLACED NEAR THE CRIB WHERE THE GUEST IS MOST LIKELY TO SEE IT; DESK OR DRESSER FOR EXAMPLE.
I certify that I have trained this Associate to correctly set-up, deliver and place a crib in a guestroom, and the Associate has demonstrated his/her ability to do so.
I acknowledge that I have been trained as outlined above.
Print Trainer Name
Print Associate Name
Signature of Trainer
Date
Signature of Associate
Date
I understand that any deviations in the above steps could result in injury to a baby, and I agree not to set-up and/or deliver a crib to a guestroom unless I can correctly perform each of the tasks listed above. I further agree that I will use ONLY the approved mattress, fitted mattress pad and fitted crib sheet when setting up a crib.
Signature of Associate
Date
Return this completed form (2 pages) to Human Resources for placement in a master reference file with a copy to the associate’s employment file.
2
Policy & Procedure
Ladder Safety
SOP#
800-9
Effective Date
3/2016
Revision Date
Department Operations
Category
Safety & OSHA
Version #
Scope
Implement controls & provisions for equipment that minimizes the change of ladder related accidents
PURPOSE: The purpose of this document is to implement controls and provisions for equipment that minimizes the chance of ladder-related accidents and to comply with applicable OSHA regulations governing ladder use. Via training and supervision, employees who might be expected to use a ladder during the course of work will be made familiar with this document. This program covers all types of ladders, including step, extension, and fixed ladders. Ladder users must be able to recognize and avoid ladder hazards and be aware of safe practices in setting up, storing, moving and working from this equipment. Ladders present the opportunity for serious injury — most often due to their improper use. Employees who use ladders will be trained in their proper use, selection inspection and storage to minimize accident exposure.
RESPONSIBILITIES: Safety Coordinator • Has overall responsibility for program implementation and updates • Acts as technical resource to staff on ladder safety program implementation
• Periodically audits program implementation via observations and recordkeeping review • Reviews accident investigation findings on accidents involving ladders, and identifies program improvement needs — if applicable • Authorizes purchasing of ladders for company use.
Supervisor/Managers
• Trains employees on safe ladder use and maintain proper recordkeeping of all training • Monitors employee behaviors for compliance with safe work standards — and enforces safe work standards • Monitors condition of ladders through visual inspection.
Employees
• Understand and follow ladder safety requirements • Use the correct ladder for the job • Inspects ladder before use and reports defects immediately to supervisor.
1
Policy & Procedure
POLICY: Selection of Portable Ladders
The following practices will apply to selection of portable ladders. Only those ladders designed for industrial or commercial use will be purchased. Ladders designed for light household use will not be supplied. • Straight and extension ladders • The minimum width between side rails of a straight ladder, or any section of an extension ladder, shall be 12 inches. • The length of single ladders or individual sections of ladders shall not exceed 30 feet. Two- section ladders shall not exceed 48 feet in length, and over two-section ladders shall not exceed 60 feet in length. • Based on the nominal length of the ladder, each section of a multi-section ladder shall overlap the adjacent section by at least the number of feet stated in the following:
Normal length of ladder
Overlap
Up to and including 36 feet
3 4 5
Over 36, up to and including 48 feet
Over 48, up to 60
• Extension ladders shall be equipped with positive stops that will ensure the overlap specified in the above table. • Portable stepladders: Stepladders longer than 20 feet shall not be supplied. Stepladders are identified as: • Type I—Industrial stepladder, 3 to 20 feet for heavy duty, general industrial use. • Type II — Commercial stepladder, 3 to 12 feet for medium duty, such as painting, hanging banners, decorations, etc.
INSPECTION, MAINTENANCE AND STORING OF PORTABLE LADDER EQUIPMENT:
It is the responsibility of the associate, whose job responsibilities involve using a portable ladder, to inspect the ladder to be used before each use. The inspection process will ensure that: • All rungs and steps are free of oil, grease, dirt, etc. • All fittings are tight • Spreaders or other locking devices are in place
• Non-skid safety feet are in place • There are no structural defects • All support braces are intact.
2
Policy & Procedure
Ladder Maintenance
• Keep ladders clean. • Never replace broken parts unless provided by the original manufacture.
• Do not attempt to repair broken side rails. • Keep all threaded fasteners properly adjusted. • Replace worn steps with parts from manufacturer. • Ensure that wood ladders are not coated with any opaque covering, except for identification or warning labels that may be placed only on one face of a side rail. • Broken ladders will be immediately tagged “Do Not Use” and placed out of service for repair. Ladders that cannot be repaired in accordance with manufacturer’s guidelines will be destroyed. • Ladders will be stored on sturdy hooks in areas where they cannot be damaged, and cannot fall on anyone. Ladders should not be stored in fire exit stairways. TRAINING AND USE OF LADDERS: Training will be provided to new and transferred employees whose job involves the use of ladders. Initial training will include: • A review of the Ladder Safety Program — with emphasis on program Safety Rules • Discussion of ladder use hazards and their causes • Types of ladders used at the facility and where they are stored • Procedures for removing defective ladders from service • A hands-on demonstration of ladder use • An opportunity to ask questions. • All training related to the Ladder Safety Program will be documented, and records maintained in accordance with company IIPP protocol. The training records will include: o The date of the training session
o The contents or summary of the training session o The names of the person(s) conducting the training o The names and job titles of all persons attending the training session.
SAFE WORK PRACTICES FOR PORTABLE LADDER USE:
Safe Ladder Setup
• All ladders must be placed on firm ground. • Do not set ladders on boxes, blocks or other objects that might move. • Do not lean or reach out while standing on ladders. • Secure ladders whenever a danger of slippage might occur. • Do not use ladders in high wind or during inclement weather conditions.
3
Policy & Procedure
• Never set up ladders in front of or around doors, unless the door is posted or locked. Do not sit on ladders. • Use safety shoes or other rubber sole shoes when climbing a ladder.
Climbing and Standing on Ladders Safely
• Always face a ladder when climbing up or down. • Avoid carrying materials or tools when climbing a ladder. Climb the ladder first, then pull up the materials with a rope and/or use a tool pouch. • Rungs and steps should be clear of grease, oil, wet paint, snow, and ice before climbing. • Do not climb onto a ladder from the side. • Do not slide down a ladder. • Climb or stand on a ladder with your feet in the center of the rung. • Do not stand on the top rung or step of a ladder. • Proper Use and Care of Ladders • Never use metal ladders near exposed electrical wires. • Place warning signs or setup barriers around a ladder before use. • Do not move a ladder while someone is on it. • Never use a ladder when under the influence of alcohol or prescription medications.
• Do not leave tools or materials on top of ladders. • Only one person should be on a ladder at a time. • Do not use a ladder on a scaffold. • Do not try to rock a ladder to move it. • Store wood ladders where they will not be exposed to the elements. • Make sure ladders are properly secured when transported. • Do not paint wood ladders. Painting could hide potentially dangerous defects. • Remove defective ladders from service.
Step Ladder Safety
• Never use a stepladder over 20 feet in length. • Always open a stepladder completely, and make sure the spreader is locked before use. • Do not stand higher than the second step from the top of a step ladder. • Do not straddle a stepladder. • Never lean off center when using a ladder.
Extension Ladder Safety
• The sections of an extension ladder should overlap enough to retain the strength of the ladder. • Never splice or tie two short ladders together. • When using a ladder for access to a landing, it must extend 3 rungs or 3 feet above the landing.
• The top of an extension ladder should rest against a flat, firm surface. • Elevate and extend these extension ladders only from the ground. • When practical, secure extension ladders at both the base and the top.
4
Policy & Procedure
Extension Ladder Setup
o Lay the ladder on the ground when it is collapsed. o Have someone foot the ladder, or make sure it is braced against something. o Pick up the ladder and walk it to an upright position, making sure it will not be obstructed by trees or wires. o Slide the bottom of the ladder outwards to the proper angle and set the feet correctly. o Then extend the ladder by pulling the extension line. o Make sure the rungs on the upper half of the ladder are properly secured by the locking If possible, tie the ladder off or have someone steady the ladder as you climb it.
Fixed Ladder Safety
o Fixed ladders must be secured to the object they are attached to. o Fixed ladders over 20 feet must have a safety cage surrounding the ladder. o The safety cage should have 15" clearance to all points from the center. o Defects in fixed ladders should be repaired as soon as possible. o When a defect is not repairable, the ladder must be taken out of service mechanism. APPENDIX A—ASSOCIATE SIGN-OFF SHEET: I acknowledge I have been trained and given a copy of the Ladder Safety Program. I understand my responsibilities include, but are not limited to: Understanding the hazards involved when using ladders Understanding the correct procedures for ladder use Inspecting ladder before each use Not using ladders that do not meet inspection standards Following all the safety rules for ladder use. I have had an opportunity to read the program and understand it, and I accept the procedure as a working document, which I will support and follow in my daily work at:
__________________________________________________________________________________
__________________________________________________________________________________ Associate Name (print and sign) Date __________________________________________________________________________________ Ladder Safety Program Administrator’s Name (print and sign) Date
5
Policy & Procedure
APPENDIX B—LADDER TAILGATE MEETING TOPIC:
Introduction
Ladders are essential tools for many tasks. They can be a benefit or a hazard depending on how they are used or misused. OSHA estimates that annually, there are about 25,000 occupational injuries and 50 fatalities in the U.S. associated with stairs and ladders. Falls from ladders can be serious, if not deadly; but there are simple steps you can take to prevent accidents.
Key Points
Choose the Correct Ladder — Make sure the ladder can support both your weight and the weight of your material. Your ladder’s capacity is marked on one of the side-rails. Also, choose one tall enough for the task to avoid over-reaching. Inspect the Ladder Before Use — Always check the ladder/rolling ladder for defects before use. Never climb a ladder that has broken, bent or loose steps/rungs or rails, cracks, exposed screws, missing safety feet, other missing or damaged parts, or inoperable locks. Tag out the ladder until repaired. Carry it Carefully — Avoid overhead power lines, beams, pipes and light fixtures by carrying the ladder horizontally. Hold it at the middle of the side rails to balance the load. Be extra careful on turns. The ladder will take the corner before you do. Look first and if the ladder is large, get help moving it. Ascend and Descend Safely — Always maintain a 3-point contact (2 hands — one foot or one hand — two feet) when on a ladder. Keep your body weight inside the rails of the ladder. Never over- reach…always descend and reposition the ladder. Ensure that you step off the ladder from the last step/rung. Don’t jump off. The top of a step ladder is “Not A Step.” You should never climb higher than the 2nd step from the top to prevent loss of balance. For extension ladders, you should never climb higher than the top three rungs to prevent loss of balance. Follow the warning decals on the specific ladder you are using. Return it to its Proper Place — When finished, return the ladder to its proper storage area, and secure it from falling. Never leave a ladder unattended where a child or customer can climb it, or trip over it PROPER SET-UP & SUPPORT: Don’t place the ladder in front of a door/window that someone might open while you are on the ladder. Block doors and place warning signs, or use a spotter.
6
Policy & Procedure
Keep the area around the ladder free of clutter, people and vehicle traffic. Place warning cones, or hazard tape around the area, if necessary. When climbing up to a roof or storage platform, an extension ladder should
be extended 3’ above (3 rungs) the top edge so you will have a handhold when climbing off and onto the ladder. If the ladder will remain in position for multiple trips, then secure it by tying it off to prevent it from moving when getting on and off. When setting up an extension ladder against a wall or other vertical surface, follow the 4-to-1 Rule —for every 4 feet of ladder height, position the base 1 ft. away from the vertical surface. Another way to set the proper ladder angle is to stand with your feet against each foot pad at the ladder base, and reach your arms forward at chest height. You should be able to grab a rung if the ladder is properly angled. If not, adjust the ladder angle.
10’
2.5’
Climb Carefully
Follow these tips to help you stay balanced when on the ladder: Check the ladder stability before taking your first step. As you climb or descend, always keep a 3-point contact with the ladder; that is, two hands hold while one leg moves, or one hand moves to the next rung/step while both feet maintain a solid base.
When climbing up or down, face the ladder, and stay centered between the rails. Get down and reposition, if necessary. Get help as needed when placing or removing product. Whenever possible, product should be handed down to a co- worker to avoid carrying product up or down a ladder. Only one person at a time should use the ladder, or rolling ladder stand. Stay off the top step (step ladder) and top 3 rungs (extension ladder) of a ladder to prevent loss of balance. Note the warning decal about this on step ladders. Avoid carrying items in your hands when climbing or descending
7
Policy & Procedure
Energy Isolation - Lock Out/Tag Out
800-12
SOP#
Effective Date
7/1/2015
Revision Date 04/12/2018
Department Asset Management Category
Safety & OSHA
Version #
Scope
To ensure all properties follow the minimum standard for energy isolation PURPOSE: The purpose of this document is to describe the procedure to be followed to ensure that all engineering departments work to the same closely controlled standards. REQUIREMENTS: Annually: Property must perform the following task(s): o Schedule, complete and document training for all associates on Lock Out/Tag Out procedures. o Ensure provided locks, locking devices, tags and lockout center for the proper isolation of hazardous energy is in order and fully stocked. o Identify all equipment, machinery, and systems that require Lock Out/Tag Out when service or maintenance is performed. o Revise all procedures on new equipment to ensure it is in Transcendent o Review the established procedure that identifies how we isolate and secure the hazardous energy sources, by type of equipment, machinery or system within the Transcendent. o Review the established log for the communication of who, what, where and when Lock Out/Tag Out is used within the Engineering department. o Ensure that outside contractors doing work on premises appropriately use and are aware of the properties’ Lock Out/Tag Out procedures. o Train all new associates at their orientation to the Engineering department on meaning and use of Lock Out/Tag Out.
1
Policy & Procedure
VGB Pool Drain Compliance Safety Policy
OPS SOP 800-14
SOP#
Effective Date
12/1/2018
Revision Date
Department Operations
Category
Safety
Version #
Scope
Compliance with Pool Standards and the VGBA
POLICY: To provide a safe environment for our guests and comply with ASME/ANSI A112.19.8– 2007 standard for the operation of pools and Spas. All public pools and spas, both new and existing, shall be equipped with drain covers compliant with ASME/ANSI A112.19.8 2007 standard. The VGBA requires all drain covers to either be manufactured products or to be field fabricated outlets", in each case meeting the specific technical requirements of the act and having the necessary certification. PROCEDURE: Hotels must maintain detailed records for each drain cover must be kept at the facility. Manufacturers must provide key information, such as the product name, part number, service life in years, and permissible flow ratings with different sump configurations. They also must include a sticker or document on which this information can be transferred by the contractor, along with the installation date and exact location of each drain cover — which pool or spa it’s placed in, and where in the vessel it’s been installed — so health officials can identify the facts relevant to each. Drain covers are considered non-compliant if they are older than five years or sooner based on the manufacturer guidelines. Covers that are cracked, damaged or missing fastening devices are considered non- compliant. A pool contractor should verify that the pool and/or spa is in compliance with the federally mandated Virginia Graeme Baker Pool & Spa Safety Act which takes effect December 19, 2008. If the pool is not in compliance, the necessary steps should be taken to comply with the Virginia Graeme Baker Pool & Spa Safety Act. The hotel will obtain a certification (dated and signed) on the pool contractor letterhead stating compliance with the standard at the time of installation. The hotel will retain certification and trace for replacement before five years from the date of installation. Sec. 1404: Top Priority for Public Pool And Spa Owners/Operators All pool/spa drain covers manufactured, distributed or entered into commerce on or after December 19, 2008 must meet ASME/ANSI (American National Standards Institute/ American Society of Mechanical Engineers) A112.19.8– 2007. All public pools and spas must be retrofitted with covers that meet the ASME/ANSI A112.19.8– 2007 standard. In addition, all public pools and spas with a single main drain other than an un-blockable drain, shall also employ one or more of the following devices: separated drain system per ANSI/APSP 7, safety vacuum release system (SVRS) that complies with ANSI/ASME A112.19.17 or ASTM F2387; suction-limiting vent system; gravity drainage system; automatic pump shutoff; drain disablement; equivalent system determined by the CPSC (Consumer Product Safety Commission).
1
Policy & Procedure
Pool ADA Lift
SOP#
800-15
Effective Date
2/10/2016
Revision Date
Department Operations
Category
Safety & OSHA
Version #
Scope
Each hotel with an ADA lift must present & provide a proper cover and directional signage POLICY: Each hotel equipped with an ADA lift must present and provide a proper cover and directional signage. The signage must provide clear direction to the guests on the use and for obtaining assistance. An example of the proper cover and signage is provided below. PROCEDURES: The Lift (s) should be checked for operation daily when engineering verifies chemical and temperature for the pool and spa. The daily test includes checking the battery charge and that the hand-held device operates properly. When equipped with separate pool lifts for the pool and spa each should have the correct clean and functioning cover with the directional signage. When equipped with a single moveable pool lift the unit should be kept at the pool side unless there has been an in-house guest request to have it set at the spa during their stay. Battery operated lifts should have at least one back up battery available fully charged and ready for use. The pool phone should have signage providing direction for using the ADA Pool/ Spa Lift. Guests checking in should be informed of the Lifts in the pool/ spa and if they would like to utilize the units they could notify the front desk in advance and they would be prepared for use.
1
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