Subject Area |
Regional Offices |
National Office |
- Consistency in VPP Administration
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- Adhere to VPP Policies and Procedures Manual and the VPP FRN including
application format, onsite evaluations, VPP report writing, and other VPP
activities. Current modifications to these procedures are being reviewed.
- The revised VPP onsite evaluation worksheets, once approved, must be
used for all VPP onsite evaluations.
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- Follow policies and procedures outlined in the VPP Policies and
Procedures Manual, CSP 03-01-003, April 18, 2008 and the VPP
Federal Register Notice, 74 FR 927, January 9, 2009.
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- Restricted communication with VPP
applicant/participant about OSHA VPP recommendations
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- Regional Administrator approval is required prior to discussing
recommendations for VPP participation with the VPP applicant/participant.
- Regional Administrator approval is required prior to sharing a copy of
the draft VPP onsite report with the VPP applicant/participant.
- Regional VPP Manager must ensure that Regional Administrator is
briefed on any 90-day items.
- Ensure that all 90-day items are completed before Regional
Administrator makes participation decision/recommendation.
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- Respond to and
document actions taken following a fatality/significant event at a VPP site
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- Following a fatality/significant event, maintain full documentation in
the participant file; include documentation of the event, a summary of
enforcement actions with final disposition or contested status, a complete
record of VPP actions taken, and a chronology of VPP actions taken.
- Keep Directorate of Cooperative and State Programs, Office of
Partnerships and Recognition (DCSP-OPR) informed of all
fatalities/significant events and follow-up actions via email to Director
DCSP with a cc to Director OPR and OPR Regional Liaison.
- Regional Administrator to make and document decision for continued VPP
participation, request for VPP withdrawal, or termination recommendation.
If termination, follow appropriate termination procedures. Document VPP
decision and rationale, and maintain in participant file and in Area
Office enforcement file.
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- Track fatalities/significant events by updating the VPP
Fatality/Significant Event Tracking Log to include actions taken by the
Regions and final VPP disposition.
- Annually, conduct a review of a sample of Regional VPP files and
provide feedback to Regions, as appropriate.
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- Required actions
when a VPP participant’s 3-year TCIR and/or DART rate exceeds VPP
requirements
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- Determine, during onsite reevaluation or review of participant’s
annual self-evaluation, whether a 2-year rate reduction plan and/or 1-year
conditional status is warranted; document the final disposition of the
actions taken; document rationale if action not taken.
- Notify DCSP-OPR of actions taken: VPP participant put on a 2-year rate
reduction plan and/or a 1-year conditional status, or no action, via email
to the Director DCSP-OPR with a cc to the OPR Regional VPP Liaison.
- Notify DCSP-OPR of the final disposition of any 2-year rate reduction
plans and 1-year conditionals.
- Maintain complete records including the plan/status, periodic updates
and final disposition in the participant file.
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- Update the VPP Annual Summary Log to track incidences of 3-year rates
exceeding VPP requirements and actions taken by Regions, e.g., 2-year rate
reduction plans, 1-year conditional status, or other.
- Work with the Directorate of Information Technology (DIT) to modify
VPP Automated Data System (VADS) to record when a VPP participant is put
on a 2-year rate reduction plan and/or a 1-year conditional status and the
final disposition. Also DIT to produce a new tracking report.
- Annually, conduct a review of a sample of Regional VPP files and
provide feedback to Regions, as appropriate.
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- Procedures when a
VPP participant’s SHMS no longer meets VPP requirements
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- Follow procedures in the VPP Policies and Procedures Manual to track
completion of 90-day items and 1-year conditional status.
- Maintain complete records in the VPP participant file with relevant
information and documentation.
- Inform DCSP-OPR via email to the Director DCSP-OPR with cc to OPR
Regional Liaison when a VPP participant is placed on a 1-year conditional
status and the final disposition.
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- Work with the DIT to modify VADS to record when a VPP participant is
put on a 1-year conditional status.
- Annually, conduct a review of a sample of Regional VPP files and
provide feedback to Regions, as appropriate.
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- Review and
verification of annual VPP participant self-evaluations, including
verification of injury and illness data
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- Review self-evaluations for continued compliance with VPP
requirements.
- Review the injury and illness rates during onsite evaluations and
compare to any rates submitted by the VPP participant on the annual
self-evaluation.
- Report any changes to DCSP-OPR via email to the Director DCSP-OPR with
a cc to the OPR VPP data coordinator.
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- Modify VPP worksheets to document team’s comparison of participant
injury and injury rates reviewed during the onsite evaluation and the
rates reported on the participant’s annual self-evaluation.
- Work with DIT to modify VADS to capture participant’s injury and
illness rates and to create a report to identify sites that exceed rate
requirements.
- Conduct a review of sample self-evaluations from each Region and
provide feedback, as appropriate.
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- Medical Access
Orders (MAO)
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- Request MAO from Directorate of Technical Support and Emergency
Management (DTSEM) at least three weeks prior to the scheduled VPP onsite
evaluation date.
- Maintain a copy of the MAO in the participant file.
- Indicate on the updated VPP Team Composition Sheet the status of the
MAO.
- Establish a Regional MAO tracking system to help ensure all MAOs are
requested and received prior to the conduct of the VPP onsite evaluation.
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- Revise the VPP documentation to include information regarding the MAO
request and disposition.
- Work with the DTSEM to revise MAO procedures and tracking mechanisms.
- DTSEM to generate a quarterly report for the Deputy Assistant
Secretary with cc to Director DCSP tracking VPP Regional MAO activities.
Quarterly reports due: January 15, April 15, July 15, and October 15.
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- Timeliness of
Onsite VPP Evaluations
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- Submit monthly the VPP Activity Report Form (VPP Log) to provide
status of VPP applications in the Region.
- Run reports from VADS or other tracking database system.
- Notify DCSP-OPR of decisions to postpone onsite evaluations via an
email to the Director DCSP with a cc to the Director DCSP-OPR and the OPR
Regional VPP Liaison.
- Maintain in the participant file a complete record of delayed onsite
evaluations.
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- DCSP to work with DIT to revise VADS reports to record and track
application acceptance, onsite evaluation date, and delays in onsite
evaluations.
- OPR Regional VPP Liaisons to run VADS report on a quarterly basis to
track the timely conduct of onsite evaluations not flagged as delayed.
- OPR Regional VPP Liaisons to report overdue onsite evaluations to
Director OPR, who will inform Director DCSP.
- Director DCSP to notify the Regions of overdue onsite evaluations not
flagged as delayed.
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- Regional VPP
Audits
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- Update the Regional audit process and documentation (in coordination
with the Directorate of Evaluation and Analysis) to monitor the policies
and procedures described in #1-8 above.
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- Coordinate with Directorate of Evaluation and Analysis to update the
National Audit Template as needed.
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- Updated
worksheets to document VPP onsite evaluations
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- Once final and approved, use updated worksheets during all onsite
evaluations.
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- Complete worksheet revisions. When finalized, make available on O:
drive.
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- VPP File
Retention Plan
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- Revise the VPP File Retention Plan to include new documentation
requirements.
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- OIS
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- Coordinate with OSHA Information Systems (OIS) team on all changes to
VPP data applications.
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