Safety Manual

MOLLY MAID, INC.

April 30, 2015

Table of Contents 1.1 Safety Focus .............................................................................................................................................................. 4 2. Occupational Safety and Health Administration (OSHA) Guidelines ................................................... 6 2.1 OSHA Posting, Reporting, and Record Keeping Requirements ........................................................... 6 2.1.1 Posting Requirements ................................................................................................................................... 6 2.1.2 Reporting Requirements .............................................................................................................................. 7 2.1.3 Record Keeping Requirements .................................................................................................................. 7 2.1.4 The Mechanics of OSHA Record Keeping .............................................................................................. 8 2.1.5 Safety Training Requirements ................................................................................................................... 9 2.1.6 Employees’ Rights under OSHA ................................................................................................................ 9 2.2 OSHA Hazard Communication Standard ...................................................................................................... 9 3. Complying with the OSHA HCS ..........................................................................................................................12 3.1 Become Familiar with the Rule ......................................................................................................................12 3.2 Identify Responsible Staff Person to Manage the Program ................................................................14 3.3 Identify Hazardous Chemicals in the Workplace ....................................................................................14 3.4 Prepare and Implement a Hazard Communication Program ............................................................14 3.4.1 Labels and Other Forms of Warning .....................................................................................................15 3.4.2 Safety Data Sheets .........................................................................................................................................16 3.4.3 Employee Information and Training ....................................................................................................16 3.4.4 Other Requirements under the HCS ......................................................................................................17 3.4.5 Further Assistance ........................................................................................................................................18 3.4.6 Checklist for Compliance ...........................................................................................................................18 3.4.7 Developing a Safety Manual ......................................................................................................................19 3.4.8 Statement of Safety Policy .........................................................................................................................19 Safety Manual for MOLLY MAID Home Service Professional ...........................................................................22 4. MOLLY MAID Safety System ....................................................................................................25 4.1 Introduction ...........................................................................................................................................................25 4.2 Employee Section .................................................................................................................................................25 4.3 Shared Work Load ...............................................................................................................................................27 4.4 Task Selection ........................................................................................................................................................27 4.5 Personal Protection .............................................................................................................................................28 4.6 Periodic Inspection Program ..........................................................................................................................28 4.6.1 Inspection Process ........................................................................................................................................28 4.7 Supervision .............................................................................................................................................................29 4.8 Employee Reports to Supervisors .................................................................................................................30 4.9 Safe Handling and use of Cleaning Supplies ..............................................................................................30 4.10 Driving Safety ........................................................................................................................................................31 4.10.1 Driver’s Rules and Regulations ...............................................................................................................31 4.10.2 Accident/Collision Reporting Procedure ............................................................................................33 4.11 Substance Abuse Policy .....................................................................................................................................34 4.12 Policies to Minimize Potential Hazards ......................................................................................................34 4.12.1 General ..............................................................................................................................................................34 4.12.2 Cleaning Supplies ..........................................................................................................................................35 4.12.3 Cleaning Equipment .....................................................................................................................................36 4.12.4 Electrical ...........................................................................................................................................................36 4.12.5 Physical .............................................................................................................................................................37 4.13 Specific Workplace Hazards ............................................................................................................................37 4.13.1 First Aid .............................................................................................................................................................38

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4.13.2 Communicable Diseases .............................................................................................................................39 4.13.2.1 Personal Hygiene-Hand Washing .........................................................................................................................39 4.13.3 Hepatitis A ........................................................................................................................................................39 4.13.4 Hepatitis B ........................................................................................................................................................40 4.13.5 AIDS ....................................................................................................................................................................40 4.14 Summary ..................................................................................................................................................................41 4.14.1 In Closing ..........................................................................................................................................................41 Written Hazard Communication Program ..............................................................................................................43

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1. MOLLY MAID Safety Focus

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1.1 Safety Focus The need for an organized approach to occupational safety and health is greater than ever before. The MOLLY MAID system includes many safety factors directed at prediction, prevention, and minimization of workplace accidents. Accidents are defined as unexpected events that result in work injuries, work-related illnesses, property damage, or an interruption of productive effort. Recent analysis shows that there are many aspects of our business that affect the safety of a MOLLY MAID team, such as:

 Proper use of tools, equipment, and supplies

 Adherence to proper methods and procedures

 Employee selection for attitude and teachability

 Employee relations and communication

 Employee absenteeism and turnover

 High-risk job tasks Occupational conditions dealing with household cleaning and the relationship of MOLLY MAID employees to their tasks are normally safe and uncomplicated. However, health care costs, fraudulent worker compensation, and potential employer liability force us to use a more sophisticated safety approach. Most importantly, you must understand that employee health, welfare, and safety should not be taken for granted. What causes accidents? A back injury, for example, can occur when an employee lifts an object. Is it poor job design (the lifting of something too heavy or awkward)? Is it human error (not adhering to guidelines)? Is it improper training (not knowing how to avoid the

risk)? Clearly, it may be any or all of the above. The MOLLY MAID approach to safety includes:

Fitting the worker to the task.



Fitting the task to the worker.



 Creating a “safety culture” that rewards compliance and penalizes non-compliance.

 Addressing ongoing safety and health-related issues in every staff meeting.

 Preparation and posting of a written agenda for each meeting to reinforce your safety focus. This is important in the event of an insurance audit. Save all meeting agendas.

 Compliance with all applicable safety, health, and public codes.

 Administrative controls to identify, correct, document, report, and communicate safety and health-related concerns.

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2. Occupational Safety and Health Administration (OSHA) Guidelines

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2. Occupational Safety and Health Administration (OSHA) Guidelines As an employer, there are many good reasons, in addition to your humane instincts, for creating and maintaining a safe and healthy workplace. Obviously, healthy employees will be happier and more productive. There will be fewer disruptions of the work schedule due to illness or injury-related absenteeism. Health insurance costs (if applicable) may be reduced. By reducing on-the-job injuries, you can reduce the cost of Workers’ Compensation insurance coverage. The Occupational Safety and Health Act is a comprehensive law designed to reduce workplace hazards and improve health and safety programs for employees. It broadly requires employers to provide a workplace free of physical dangers and to meet specific health and safety standards. It is mandatory that every employer and employee strictly follow federal and state OSHA guidelines. There are many benefits to following these OSHA guidelines:

 Ensures compliance with an understanding of legal requirements.

 Protects the health and safety of all employees.

 Minimizes customer property or casualty loss.

 Maintains and enhances efficiencies due to reduced disability absences.

 Minimizes the overall costs of risk management.

2.1 OSHA Posting, Reporting, and Record Keeping Requirements In addition to providing safety training, informing employees about hazardous chemicals, and notifying government administrators about serious workplace accidents, employers are also required to keep detailed safety records. Posting Requirements In general, all information regarding posting requirements is available from your nearest local OSHA office or by contacting the national OSHA Publications Office at 1-800-321- OSHA. You can also find information on the OSHA Web site. Point your browser to 2.1.1

https://www.osha.gov/ to find out more. These two OSHA posting are required:

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 “Job Safety and Health Protection” poster (OSHA Form 3165 [English] and 3167 [Spanish]) – This poster provides employees with general information about OSHA and their rights under the law.  “Injury and Illness Log” (OSHA Form 200) – log of all workplace injuries, except minor injuries requiring only first aid. The log must be posted from February 1 until March 1 each year for injuries incurred the previous year. The log must be completed and posted even if there were no injuries. If you are operating in an “OSHA - approved State Plan” state, you must comply with the state’s requirements, which may be different than those of the Federal rule. As of April 2015, the “OSHA approved State Plan states,” states where state requirements overrule federal requirements, are:

Alaska

Arizona

California

Connecticut Hawaii

Illinois

Indiana

Iowa

Kentucky

Maryland

Michigan

Minnesota

Nevada

New Jersey New Mexico New York

North Carolina

Oregon

Puerto Rico South Carolina

Tennessee

Utah

Vermont

Virgin Islands

Virginia

Washington

Wyoming For more information contact your State OSHA office for more information regarding applicable requirements or point your browser to https://www.osha.gov/ to link to your state’s OSHA Web site. Reporting Requirements OSHA requires strict adherence with its reporting requirements. In the event of an employee death from a job-related accident or an accident that three or more employees have been hospitalized, you are required to notify OSHA within eight hours. Call or visit the OSHA office to report the time, location, number of injuries or fatalities, name and phone number of a contact person, and a brief description of the accident. Expect a follow-up investigation.

2.1.2

2.1.3

Record Keeping Requirements You must maintain the following types of records:

 Injury and Illness Log – log of all workplace injuries, except minor injuries requiring only first aid.  Medical Records – You must keep up-to-date records and records of employee exposure to hazardous substances or harmful physical agents.  Training Records – You must keep records of your safety training and make the records available for review by your employees if requested.

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Retention requirements of these records vary from state to state sometimes as long as 30 years. Check with your local OSHA office for the guidelines for your state.

2.1.4

The Mechanics of OSHA Record Keeping

Only two forms are used for OSHA record keeping. I. OSHA Form 200

This form serves two purposes: (1) as the Log of Occupational Injuries and Illnesses on which the occurrence, extent, and outcome of cases are recorded during the year; and (2) as the Summary of Occupational Injuries and Illnesses, which is used to summarize the log at the end of the year to satisfy employer posting obligations. The log is used for recording and classifying recordable occupational injuries and illnesses, and for noting the extent and outcome of each case. The log shows when the occupational injury or illness occurred, to whom, what the injured or ill person’s regular job was at the time of the injury or illness exposure, the department in which the person was employed, the kind of injury or illness, how much time was lost, and whether the case resulted in a fatality, etc. II. OSHA Form 101 This form, the Supplementary Record of Occupational Injuries and Illnesses, provides additional information on each of the cases that have been recorded on the log. For every injury or illness entered on the log, it is necessary to record additional information on this supplementary record. The supplementary record describes how the injury or illness exposure occurred, lists the objects or substances involved, and indicates the nature of the injury or illness and the part(s) of the body affected. The OSHA Code of Federal Regulations provides the requirements for the supplementary record:  In addition to the log of occupational injuries and illnesses provided for under Section 1904.2, each employer shall have available for inspection at each establishment within 6 working days after receiving information that a recordable case has occurred, a supplementary record for each occupational injury or illness for that establishment.

 The record shall be completed in the detail prescribed in the instructions

accompanying Occupational Safety and Health Administration Form OSHA No. 101. Worker’s compensation insurance or other reports are acceptable alternative records if they contain the information required by Form OSHA No. 101.

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2.1.5 Safety Training Requirements Under OSHA, you are responsible for both initial and ongoing safety training. Make sure that all of your employees know about the materials and equipment they are required to use on the job, the known hazards in the business, and how you are controlling them. Don’t let an employee begin work until they have received safety training. Also, don’t overlook the need for ongoing safety training throughout the lifetime of your business. All employees need refresher training from time to time to place an ongoing focus on safety. Make time for safety training in EVERY staff meeting. Prepare a written agenda for your meetings including safety-training topics and have each employee sign an attendance sheet for the meeting. These steps will show your commitment and follow through in the event that an OSHA representative ever visits you for inspection and compliance purposes. Employees’ Rights under OSHA Your employees have two basic rights under OSHA. Employees are guaranteed the right to complain to OSHA about safety or health conditions without being penalized by you for doing so. Firing or discriminating against an employee who makes a complaint to OSHA is a violation of OSHA provisions. In addition, employees have the right to refuse to work if they think the workplace is unsafe. If the employee has a “reasonable and good faith belief” that there is an immediate risk of serious injury or death, they have the right to walk off the job or refuse to work until you have corrected the problem or determined, through investigation, that there is no danger. Do not fire or demote the employee while you are investigating the situation. You may, however, place them temporarily in another job at equal pay. If you fire or demote the employee and OSHA determines that the complaint was well founded, you will be found in violation. 2.2 OSHA Hazard Communication Standard The OSHA Hazard Communication Standard (HCS), commonly referred to as the OSHA employee “Right-to-Know” law is based on a simple concept—that employees have both a need and a right to know the hazards and identities of the chemicals they are exposed to when working. They also need to know what protective measures are available to prevent adverse effects from occurring. The HCS is designed to provide employees with the information they need. Knowledge acquired under the HCS will help MOLLY MAID owners provide safer workplaces for their employees. By having information about the chemicals being used, you can take steps to reduce exposures, substitute less hazardous materials, and establish proper work practices. These efforts will help prevent the occurrence of work-related illnesses and injuries caused by chemicals. The HCS addresses the issues of evaluating and communicating hazards to employees. The HCS is designed so employers who simply use chemicals, rather than produce or import 2.1.6

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them, are not required to evaluate the hazards of those chemicals. Hazard determination is the responsibility of the producers and importers of the materials. Producers, importers, and distributors of chemicals are then required to provide the hazard information to employers that purchase their products. As a MOLLY MAID business owner, you need only to focus on those parts of the rule that deals with establishing a workplace program and communicating information to employees. This is a general guide to help you determine what’s required under the rule. It does not substitute for the regulatory provisions, but rather provides a simplified outline of the steps you must follow to meet those requirements.

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3. Complying with the OSHA HCS

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3. Complying with the OSHA HCS

 Here are the steps you must take to comply with the standard:

Become familiar with the rule



 Identify a responsible staff person to manage the program

 Identify hazardous chemicals in the workplace

 Prepare and implement a written hazard communication program

 Use labels and other forms of warning

 Make Safety Data Sheets (SDS) available to employees

Conduct employee training



 Provide information for non-routine situations

3.1 Become Familiar with the Rule OSHA has provided a simple summary of the HCS in a pamphlet entitled “Chemical Hazard Communication,” OSHA Publication Number 3084. You may prefer to become familiar with the rule’s requirements by reading this pamphlet. A copy may be obtained from your local OSHA Area Office, or by contacting the national OSHA Publications Office at (202) 523- 9667. The standard is long, and some parts of it are technical, however, the basic concepts are simple, and in fact, the requirements reflect what many MOLLY MAID owners have been doing for years. If you are operating in an “OSHA - approved State Plan” state, you must comply with the state’s requirements, which may be different than those of the Federal rule. Many of the State Plan states had hazard communication or “right-to-know” laws prior to the Federal rule. As of April 2015, the “OSHA approved State Plan states,” states where state requirements overrule federal requirements, are:

Alaska

Arizona

California

Connecticut Hawaii

Illinois

Indiana

Iowa

Kentucky

Maryland

Michigan

Minnesota

Nevada

New Jersey New Mexico New York

North Carolina

Oregon

Puerto Rico South Carolina

Tennessee

Utah

Vermont

Virgin Islands

Virginia

Washington

Wyoming

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For more information contact your State OSHA office for more information regarding applicable requirements or point your browser to https://www.osha.gov/ to link to your state’s OSHA Web site. The HCS requires information to be prepared and transmitted regarding all hazardous chemicals. The HCS covers both physical hazards (such as flammability) and health hazards (such as irritation, lung damage, and cancer). The Ecolab products recommended by the home office are not hazardous when used as directed, however, OSHA must take into consideration that any product may be misused, having the potential to be hazardous. Thus all chemical products are covered by the rule. The state of California has additional requirements for notification and training of employees covered under “Proposition 65.” However, Ecolab products included in the MOLLY MAID Initial Package are not listed on the state of California Proposition 65 list of hazardous chemicals. One difference between the HCS and many other standards adopted by OSHA is that this one is performance-oriented. That means that you have the flexibility to adapt the rule to the needs of your workplace, rather than having to follow specific, rigid requirements. It also means that you have to exercise more judgment to implement an appropriate and effective program. The standard’s design is simple. Chemical manufacturers and importers must evaluate the hazards of the chemicals they produce or import. Using that information, they must then prepare labels for containers and more detailed technical bulletins called Safety Data Sheets (SDSs). Chemical manufacturers, importers, and distributors of hazardous chemicals are all required to provide the appropriate labels and Safety Data Sheets to the employers to which they ship the chemicals. The information is to be provided automatically. Every container of hazardous chemicals you receive must be labeled, tagged, or marked with the required information. Your suppliers must also send you a properly completed material safety data sheet (SDS) at the time of the first shipment of the chemical and with the next shipment after the SDS is updated with new and significant information about the hazards. You can rely on the information received from your suppliers. You have no independent duty to analyze the chemical or evaluate the hazards of it. Employers that “use” hazardous chemicals must have a program to ensure the information is provided to exposed employees. “Use” means to package, handle, react, or transfer. This is an intentionally broad scope and includes any situation where a chemical is present in such a way that employees may be exposed under normal conditions of use or in a foreseeable emergency.

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3.2 Identify Responsible Staff Person to Manage the Program Compliance with the HCS is not a “one shot deal” so hazard communication must be a continuing program in your business. For it to be successful you must assign responsibility for both the initial and ongoing compliance activities. Identify, by job title, someone that has responsibilities for file preparation and maintenance, training, labeling containers, etc. In most MOLLY MAID franchises, particularly new ones, this will be you, the franchise owner. The success of any safety and health program depends on commitment at every level of the organization. This is particularly true for hazard communication, where success requires specific behavior that occurs only when you understand the program and are committed to its success, and if employees are motivated by the people presenting the information to them. 3.3 Identify Hazardous Chemicals in the Workplace The standard requires a list of hazardous chemicals in the workplace. The list will eventually serve as an inventory of everything for which an SDS must be maintained. Start the list by doing a comprehensive inventory of all the chemicals in the office. The broadest possible perspective should be taken when doing the survey and not limit your thinking to only liquids in containers. The HCS covers chemicals in all physical forms—a liquid, solids, gases, vapors, fumes, and mists—whether they are “contained” or not. The hazardous nature of the chemical and the potential for exposure are the factors that determine whether a chemical is covered. If it’s not hazardous, it’s not covered. Make a list of all chemical products in the workplace that your teams use. You may also want to note on the list the location(s) of the products within the workplace, where they are used, and an indication of the hazards as found on the label to help you as you prepare the rest of your program. Once you have compiled as complete a list as possible, determine if you have received SDSs for all of them. Check your files against the inventory you have just compiled and if any are missing, contact your supplier and request one. It is a good idea to document these requests, either by copy of a letter or a note regarding telephone conversations. If you have SDSs for products that are not on your list, figure out why. Maybe you don’t use the product anymore. Do not allow employees to use any products for which you have not obtained an SDS. 3.4 Prepare and Implement a Hazard Communication Program All workplaces where employees are exposed to hazardous chemicals must have a written plan that describes how the standard will be implemented. Preparation of a plan is not just

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a paper exercise; all of the elements must be implemented in the workplace in order to comply with the rule. We have provided a “Sample Written Hazard Communication Program” is a “Hazard Communication Employee Training Program” for you to use when training your employees about the cleaning products they use. It can be downloaded from the MOLLY MAID Team site. It is intended to be a blueprint for implementation of your program—an assurance that all aspects of the requirements have been addressed. Your program does not have to be lengthy or complicated. If OSHA inspects your workplace for compliance with the HCS, the OSHA compliance officer will ask to see your written plan at the outset of the inspection. Your written program must describe how the following requirements are met in your facility:  Labels and other forms of warning  Safety Data Sheets (SDSs)  Employee information and training Labels and Other Forms of Warning As mentioned earlier in this chapter, chemical manufacturers, importers, and distributors are required to ensure that every container of hazardous chemicals they ship is appropriately labeled with the identity of the material, appropriate hazard warnings, and the name and address of the producer or other responsible party. You can rely on the labels provided by your suppliers. When you transfer the product from the original container to another one, you are responsible for providing proper labels for the new container. The key information on an OSHA-required label is the identity of the material and appropriate hazard warnings. The identity is any term that appears on the label, the SDS, and the list of chemicals, and thus links these three sources of information. The identity used by the supplier may be a common or trade name (e.g. Black Magic Formula) or a chemical name (1,1,1,-trichloroethane). The hazard warning is a brief statement of the hazardous effects of the chemical (e.g. flammable or causes lung damage). Labels frequently list precautionary measures (e.g do not use near open flame), but this information is provided voluntarily and is not required by the rule. Labels must be legible and prominently displayed. There are no specific requirements for size or color or any specified text. The OSHA compliance officer will be looking for the following information to ensure that labeling will be properly implemented in your facility:  Designation of person(s) responsible for ensuring labeling of all containers  Designation of person(s) responsible for ensuring labeling of any shipped containers  Description of labeling system(s) used  Description of written alternatives to labeling of all containers (if used)  Procedures to review and update label information when necessary.

3.4.1

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Since you are purchasing and using, not producing and distributing, potentially hazardous chemicals you will be primarily concerned with ensuring that every purchased container is labeled. You can choose to use the labels provided by your suppliers on the containers as your labeling system. These are usually text labels that do not include numerical rating systems or symbols that require special training. Remember - this is a continuing duty and all containers of potentially hazardous chemicals must always be labeled, so it is important to designate someone to be responsible for ensuring that the labels are maintained as required and that newly purchased materials are checked for labels prior to use. Safety Data Sheets You must have an SDS for each chemical that your employees use. The rule does not require a specific format for SDSs, but there are specific information requirements. Your supplier must provide a data sheet that includes all of the information required under the rule. If you do not receive one automatically request one. As long as employees can get the information when they need it, any approach may be used. The employees must have access to the actual sheets. The SDSs provide detailed information on each chemical, including its potential effects, its physical and chemical characteristics and recommendations for appropriate protective measures. A glossary of helpful SDS terms is included as part of our program. To ensure that you have the required, current SDS for each product and that employee have access to them the compliance officers looks for:  Designation of person(s) responsible for obtaining and maintaining the SDSs  How SDSs are maintained in the workplace (e.g., in team leader binders) and how employees can obtain access to them when they are in their work area during the work shift  Procedures to follow when the SDS is not received at the time the Initial Package is received or when requested. The most important aspect of the written SDS program is to ensure that someone is responsible for obtaining and maintaining the SDSs for every chemical in the workplace. As new chemicals are purchased, the list should be updated . Employee Information and Training You must provide information and training to each employee who may be exposed to the chemicals when working prior to her initial assignment working with the chemicals and whenever the hazard changes. “Exposure” or “exposed” under the rule means, “an employee is subjected to a hazardous chemical in the course of employment through any route of entry (inhalation, ingestion, skin contact or absorption, etc.), and includes potential (e.g. accidental or possible) exposure.” The written program must provide enough detail about your plans to assess whether or not a good faith effort is being made to train employees.

3.4.2

3.4.3

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Since there are only a few chemicals in the workplace, discuss each one individually. Employees must also have access to the substance-specific information on the labels and SDSs. Note: It is not sufficient to just read material to your employees or simply hand them material to read. You must create a climate in which employees feel free to ask questions to help you to ensure the information is understood, reducing the risk of an accident. Remember that the underlying purpose of the HCS is to reduce the incidence of chemical- source illnesses and injuries through education about the chemicals and protective measures. With a successful program you and your employees will better understand the chemical hazards in the workplace. The procedures you establish will, reduce the risks posed to employees exposed from the chemical hazards. Since you will be doing the training you need to understand the material and be prepared to motivate your employees to learn. This is not always an easy task, but the benefits are worth the effort. More training information can be found in OSHA Publication No. 2254 containing voluntary training guidelines prepared by OSHA’s Training Institute. OSHA does not expect that every worker will be able to recite all of the information about each chemical in the workplace. In general, the most important goals of training under the HCS are to ensure that employees are aware that they are exposed to hazardous chemicals, that they know how to read and use labels and Safety Data Sheets, and that, as a consequence of learning this information, they are following the appropriate protective measures that you establish. If visited by OSHA, the compliance officers will talk to your employees to determine if they have received training, if they know they are exposed to hazardous chemicals, and if they know where to obtain substance-specific information on labels and SDSs. Although the rule does not require you to maintain records of employee training, it is recommended you do so. Regardless of the method, you are ultimately responsible for ensuring your employees are adequately trained. If the compliance officer finds the training is deficient, you will be cited for the deficiency regardless of who actually provided the training on your behalf, and monetary penalties may be assessed. Train employees to take extra caution in non-routine situations where they could be exposed to a hazardous chemical. This could happen when they do an occasional task such as cleaning an oven with a special product during a move-out clean. Other Requirements under the HCS In addition to the specific items already covered, OSHA compliance officers will also ask the following questions when assessing the adequacy of the program:  Does a list of the hazardous chemicals exist in each work area or at a central location?  Have you outlined the methods you will use to inform employees of the hazards of non-routine tasks outlined?

3.4.4

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 Is the written program made available to employees and their designated representatives?

3.4.5

Further Assistance If you have a question regarding compliance with the HCS, you should contact your local OSHA Area Office for assistance. Each OSHA Regional Office has a Hazard Communication Coordinator who can answer your questions. Free consultation services are also available to assist you, and information regarding these services can be obtained through the Area and Regional offices as well. The telephone number for the OSHA office closest to you is listed in your local telephone directory. If you are not able to obtain this information, you may contact OSHA’s Office of Information and Consumer Affairs at 1-800-321-OSHA for further assistance in identifying the appropriate contacts.

3.4.6

Checklist for Compliance Use the checklist to ensure you are in compliance with the rule:

Checklist for Compliance with the Hazard Communication Standard

Complete?

Item

Obtained a copy of the rule

Read and understood the requirements

Assigned responsibility for tasks

Prepared an inventory of chemicals

Ensured containers are labeled

Obtained SDS for each chemical

Prepared written program

Made SDSs available to workers

Conducted training of workers

Established procedures to maintain current program

Established procedures to evaluate effectiveness

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3.4.7

Developing a Safety Manual You must develop a Safety Manual that outlines the policies and procedures you have established for your business and complies with the laws of your state and city. A sample safety manual that you can adapt for use in your business is included. The manual must be modified before using it. This is not legal advice and does not claim to conform to government regulations applicable to your business. You must consult with your own legal counsel and develop documents appropriate to your business, your state, and your city. Where applicable, all instructions and recommendations in this sample safety manual meet or exceed the requirements of the federal Occupational Health and Safety Act (OSHA) as well as the safety standards established by the American National Standards Institute (ANSI). Where these requirements and standards are not directly applicable, all instructions and recommendations are consistent with good safety practices as applied to the residential cleaning industry. Statement of Safety Policy The following statement of safety policy describes the MOLLY MAID position on the importance of safety in the business. As the owner, you will look for many opportunities and methods to reinforce the importance of safety in your business. Some of these methods are:

3.4.8

 Safety policy statement (see below).

 Identification of a safety officer in the business.

 Program to identify and correct safety hazards.

 Reviewing the Safety Manual with your employees.

 Safety training during staff meetings.

 System to communicate information on safety and health issues.

 Disciplinary program for lack of compliance with safety program. Post the Statement of Safety Policy included on the following page on your employee bulletin board.

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MOLLY MAID Statement of Safety Policy THIS POLICY MUST BE POSTED PROMINENTLY ON THE EMPLOYEE BULLETIN BOARD It is our policy to provide our employees with the safest possible work environment; our customers with a pleasant, professional staff who render service safely; and to carry out our business responsibility with respect to the government regulatory requirements, our customers, our resources, and the environment. We intend to comply with all applicable safety, health, and public codes and expect our employees to follow them and the established MOLLY MAID guidelines and procedures and to assist in carrying out this policy. In compliance with federal and state law, we have implemented a formal, written accident prevention program that every employee has received and studied. The program includes the following elements: 1. This policy statement. 2. Identification of the person at this location responsible for implementing the program: . This person is designated the safety officer and may be contacted at . 3. Periodic inspection program to identify and evaluate workplace hazards including the correction of unsafe or unhealthy conditions or acts by:

The inspection process.



Supervision.



 Employee reports to supervisor. 4. Safety training in general and specific hazards by:

 New hire orientation and training programs.

 Formal, periodic safety meetings. 5. System to communicate safety and health issues and to encourage dialogue between employees and management on these by:

Written memoranda and directives.



Periodic safety meetings.



 Direct employee/supervisor communication. 6. An enforcement and discipline system as follows:

 A violation of codes or guidelines will result in disciplinary action that can range from a warning to the offending party, possible suspension to encourage correction, up to and including the possibility of immediate termination.  A repeat of the same violation may result in an immediate suspension without pay from work.  Continued violation after the second would be construed as a callous disregard for the accident prevention program and may result in termination.

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These are requirements mandated by federal and state law and are meant to assure personal safety on the job. We look forward to the full cooperation of all of our employees and welcome active participation and suggestions for improvement.

Owner ____________________________ Date ______________________________

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4. Safety Manual for MOLLY MAID Home Service Professionals (Sample Only)

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Safety Manual for MOLLY MAID Home Service Professional

SAMPLE ONLY

MOLLY MAID of Safety Manual (DO NOT USE THIS SAMPLE WITHOUT CONSULTING COMPETENT LEGAL COUNSEL. IT IS A SAMPLE ONLY.)

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MOLLY MAID Safety System

4.1 Introduction It is our policy to provide you with the safest possible work environment; our customers with a pleasant, professional staff who provide service safely; and to carry out our business responsibility with respect to the government regulatory requirements, our customers, our resources, and the environment. We intend to comply with all applicable safety, health, and public codes and expect you to follow them and the established MOLLY MAID guidelines and procedures and to assist in carrying out this policy. In compliance with federal and state law, we have implemented a formal, written accident prevention program that every employee has received and studied as part of their orientation and training. As a MOLLY MAID home service professional, you must use authorized equipment and cleaning supplies, use the required cleaning procedures, and observe the precautions defined in the MOLLY MAID system. This requires an ability to learn, remember, and willingly demonstrate a concern for yourself, your partner, and others that may be affected by your work-related activities. 4.2 Employee Section MOLLY MAID selects employees who can fulfill the “essential functions” of the job. The essential functions of the job for a home service professional are:  Agility- Employees must stoop, bend, kneel, stretch, lift, and carry in a manner consistent with normal housekeeping activities (vacuuming, wiping, polishing, scrubbing, etc.) Whenever any lifting of positioning of a heavy load is required, always use proper lifting techniques.  Physical stamina- Employees must safely achieve and sustain minimum “production” rates consistent with the company standards that result in the required revenue per day per team and revenue per week per team. The typical company standard is 20 homes per week.  Non-Susceptibility- or sensitivity to certain chemical or biological substances that could prevent you from carrying out your job functions or aggravate any existing conditions. For example: allergies to dust, animal hairs, sensitivity to cleaning supplies, etc.  Standard business hours- Employees must adhere to, maintain, and be available to work the required business hours established for serving customers without tardiness, interruption, or early departure. (Typically Monday through Friday, <7:45> a.m. to <5:00> p.m.)

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 System- Employees must use approved equipment and supplies and learn, understand, remember, and execute the required cleaning tasks, sequences, procedures, and precautions defined in the MOLLY MAID system. The system is defined in the Cleaning Manual, Training Manual, training videos, Employee Handbook, Employment Agreement, and Safety Manual.  Shared workload- Employees must share equally with their teammates every aspect of cleaning customers’ homes by rotating cleaning tasks between homes and between visits in the same home.  Language proficiency- As customer-contact professionals, the team leader must read, write, speak, and comprehend enough English and cultural slang to effectively deliver and manage the MOLLY MAID service strategy.  Map reading and navigation- Employees must be able to read maps and navigate their way about the community.  Service strategy- Employees must favorably demonstrate the characteristics customers equate with “professionalism.” This strategy is far more important than the technical aspects of cleaning because it is the key element that distinguishes MOLLY MAID from its competitors. All employees will potentially have significant contact with customers and should therefore possess the following characteristics: o Neat appearance and good grooming. o Punctuality. o Dependability. o Thoroughness and consistency. o Empathy and ability to listen. o Communication skills. Effective communication with fellow employees and customers enhances relationships and results in customer retention. o Interpersonal skills. o Service demeanor. The professionalism, image, and reputation of MOLLY MAID rest predominately in a strong service strategy.  Bonding/Employee Dishonesty- All MOLLY MAID employees must be bonded and insured for employee dishonesty. This requires that they cannot have any known record of dishonest acts or convictions for criminal or felonious acts. From a safety and health standpoint, agility, fitness, and stamina are necessary for meeting the minimum productivity standards. In carrying out your MOLLY MAID housecleaning activities, you must frequently stoop, twist, kneel, push, pull, bend, stretch, carry, and lift. Specific cleaning tasks include vacuuming, wiping, polishing, scrubbing, and mopping.  Valid driver’s license and good driving record (team leader only).

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