course management handbook...southface course management handbook 2019 3 nondiscrimination policy...
TRANSCRIPT
Course
Management
Handbook
05/03/19
Southface Course Management Handbook 2019 2
Course Management Handbook - Table of Contents
Nondiscrimination Policy .............................................................................................................................. 3
Commitment to Quality Training .................................................................................................................. 3
Commitment to Continuous Improvement .................................................................................................. 3
Commitment to Professionalism .................................................................................................................. 3
Confidentiality Policy .................................................................................................................................... 4
Document Retention and Destruction Policy ............................................................................................... 4
Course Attendance Policy ............................................................................................................................. 5
Grievance Policy ............................................................................................................................................ 6
Course Refund and Cancellation Policy ........................................................................................................ 7
Curriculum Development Process................................................................................................................. 8
Course Marketing Process .......................................................................................................................... 12
Course Evaluations and Course Surveys ..................................................................................................... 15
Resources for Students ............................................................................................................................... 15
Volunteers ................................................................................................................................................... 16
Internal Education Audit ............................................................................................................................. 16
APPENDIX A: Grievance Recordal Form - Process Documentation ................................... 18
DELEGATION AND ACCEPTANCE OF RESPONSIBILITY ............................................................................. 25
ACCIDENT/INCIDENT REPORTING & INVESTIGATION ................................................................................. 26
Accident Reporting Form ............................................................................................................................ 29
PERSONAL PROTECTION EQUIPMENT (PPE) ............................................................................................... 30
FIRE SAFETY ................................................................................................................................................. 31
ELECTRICAL SAFETY ..................................................................................................................................... 32
SAFETY INSPECTION PROGRAM .................................................................................................................. 33
Southface Course Management Handbook 2019 3
Nondiscrimination Policy Southface Energy Institute is an equal opportunity training institution and employer and will not
discriminate on the basis of race, color, disability, creed, gender, marital status, national origin, sexual
orientation or religion.
Harassment or intimidation of a guest or employee because of race, color, age, disability, creed, gender,
marital status, national origin, sexual orientation or religion, is specifically prohibited and may be
grounds for termination of employment or dismissal from the premise. Harassment and intimidation
includes, but is not limited to, abusive, foul or threatening language or behavior.
Issues of discriminatory treatment, harassment, or intimidation on any of these bases should be
immediately reported to management via the grievance policy and, if substantiated, prompt action will
be taken to remedy the situation.
It is also the policy of this organization that all individuals with a disability are entitled to a reasonable
accommodation or modifications to the property that will permit the individual an equal opportunity to
use and enjoy the premises.
Commitment to Quality Training Southface Energy Institute is committed to providing quality trainings to promote sound building science
principles throughout the southeast through educating by example and partnering with other
organizations or companies to better serve the community.
Commitment to Continuous Improvement Southface Energy Institute is committed to continuous improvement throughout our organization,
including training programs. Through systems of strategic planning, self-assessment, student and
stakeholder engagement, as well as participation in industry activities, Southface continually assesses
our performance as an industry leader and seeks ways to increase our impact in promoting sustainable
homes, workplaces and communities through education, research, advocacy and technical assistance.
Commitment to Professionalism Southface Energy Institute trainers have the responsibility to conduct themselves in a professional manner to ensure quality trainings. This policy emphasizes the development of professional dispositions that reflect a commitment to excellence in trainings including: responsibility, respect, maturity, fairness, confidence and personal integrity. Professional trainer behavior includes, but is not limited to:
consistent class attendance
active class and field participation
demonstration of a variety of related in-field techniques
involvement in professional organizations or activities
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adherence of professional confidentiality
demonstration of sensitivity to diversity
demonstration of knowledge and enthusiasm in working with a range of diverse learners
Confidentiality Policy Southface Energy Institute employees have the responsibility to comply with confidentiality rights of all
training applicants or students. This includes all information obtained through the course of a training,
including but not limited to personal identifiable information and test scores, which shall remain within
the organization. Southface Energy Institute reserves the right to use the personal information collected
for organizational mailing lists. This mailing list may be used to inform applicants or students of
upcoming events and/or special promotions. Applicants and students have the option of opting out of
the mailing list at any time. Regardless of whether an individual has opted out of the mailing list,
Southface Energy Institute may contact the individual regarding important information related to an
already purchased event. This may include important information such as an event cancellation,
postponement, or relocation. It may also include a question or problem related to an order or payment.
Southface Energy Institute members may also be contacted regarding annual membership renewals
regardless of whether or not they have chosen to be included on the mailing list.
Southface Energy Institute will not sell or rent personally identifiable information to anyone. Southface
Energy Institute may need to send personally identifiable information outside of the organization for
reporting purposes such as for certification (e.g., sending scores to the Building Performance Institute)
or for continuing education (e.g., sending student information to American Institute of Architects for
credentialing maintenance). Southface Energy Institute may also send personal information to others
when required to do so by law. All other requests for student information from outside entities will only
be honored, if Southface Energy Institute receives consent from the individual.
Southface Energy Institute may change this policy from time to time. Any changes will be posted on
www.southface.org.
Document Retention and Destruction Policy The education team will adhere to the following document retention and destruction policy. This policy
applies to any paper or electronic documents with student information. No paper or electronic
documents will be destroyed or deleted if pertinent to any ongoing or anticipated government
investigation or proceeding or private litigation. Program requirements take precedence whenever they
are more stringent than this policy.
Terms of Retention
These documents will be retained permanently in electronic format:
Sign-in Sheet indicating actual attendees
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Attendee Data Sheet which includes name, address, phone, email, organization contact
information, etc.
Release of Liability Waivers
Class Demographics
Course Evaluations
Written Exams (only when applicable)
Invoices and Receipts
Photographs of Attendees (only when required for certificate or certifications)
Certificates
Score cards and test results data (only when applicable)
All other documentation relevant and specific to training or program
These documents will be retained for 3 years in hard copy format:
Sign-in Sheet indicating actual attendees
Attendee Data Sheet which includes name, address, phone, email, organization contact
information, etc.
Release of Liability Waivers (only for trainings with hands-on and/or off-site component)
Class Demographics
Course Evaluations
Written Exams (only when applicable)
Invoices and Receipts
Score cards and test results data (only when applicable)
All other documentation relevant and specific to training or program
All hard copies of student records are kept in a filing cabinet monitored by the Education
Coordinator and Training and Events Associate and are locked-up at the end of each day. All
electronic copies of student records are kept on a secure internal server which is only accessible by
employees.
Terms of Hard Copy Document Destruction
Hard copy documents will be destroyed by shredding. All waste will be recycled.
Terms of Electronic Document Destruction Duplicates and/or erroneous copies of electronic documents will be destroyed by deletion. Documents
saved on the server will be deleted directly. Documents saved on a user’s desktop will be deleted and
then will require the user’s recycle bin to be emptied.
Course Attendance Policy Training participants and students must attend all class sessions to receive the pertinent certificate,
credential or license provided within the course.
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Grievance Policy Southface will adhere to high standards of quality and ethics in their training and educational services.
This policy addresses complaints, disputes, and appeals received from students, within two business
days about the training process, training content, performance of an instructor/staff member.
A grievance is defined as a student’s written expression of dissatisfaction concerning a particular
training’s content and/or performance of an instructor. Grievances may only involve issues directly
affecting the student and may not be brought on behalf of another student.
All grievances must be in writing and at a minimum contain the following information:
Name and contact information of grievance filer.
Name of related training and, if applicable, instructor or name of Southface staff member.
Description of the grievance in detail.
Copies of any relevant supporting documents.
To facilitate the proper documentation of grievances, it is recommended that the Grievance Recordal
Form (appended to the end of this handbook) be used.
A Southface Director shall appoint a committee to consider the documentation and make a decision
whether to proceed or dismiss the grievance.
In cases where the committee finds the documentation submitted does not meet the minimum
standards for a grievance, the grievance may be dismissed. The grievance filer shall be notified by return
receipt email, or other method which provides evidence of delivery, of the committee’s finding.
Upon a decision by the committee that the grievance should proceed to the next step, the committee
shall notify any applicable instructors on the subject of the grievance immediately. The respondent has
ten business days to submit a full and complete response to the grievance. All relevant information and
documentation shall be included in the response. The response shall be in writing and sent to the
committee.
Upon receipt of the response, the committee shall consider and take action on the grievance within
thirty business days. The action may include, but is not limited to:
Dismissal of grievance
Amend training content
Correct instructor/staff member performance
All parties to the grievance shall be informed by read receipt email, or other method which provides
evidence of delivery, of the committee’s action.
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Upon completion of the Southface grievance procedures, individuals maintain the right to submit a final
appeal to the Georgia Nonpublic Postsecondary Education Commission (GNPEC). Final grievance appeals
can be submitted to GNPEC at:
Georgia Nonpublic Postsecondary Education Commission 2082 E Exchange Pl # 220, Tucker, GA 30084
(770) 414-3300 https://gnpec.georgia.gov/student-complaints
Course Refund and Cancellation Policy
The following refund policy applies to all Southface courses and events. For questions please contact
Southface at 404-872-3549 before registering for the event.
Refunds
Cancellation requests submitted in writing to [email protected] within 3 business days of
registration for training will receive a 100% refund. Cancellation requests submitted in writing after 3
business days of registration and at least 5 business days before the start of the workshop or training will
receive a 50% refund. Cancellation requests received less than 5 business days before the start of the
workshop will receive no refund.
Any extenuating circumstance (such as prolonged illness or death) that prevents a participant from
attending a workshop or training should be submitted in writing to [email protected]. Southface
reserves the right to review extenuating circumstances requests on a case-by-case basis and make refund
decisions appropriately. Attendees should also refer to the replacement policy listed below.
Transfers
Southface will permit a ONE-TIME ONLY workshop registration transfer without financial penalty.
Transfers may only be made based on workshop dates, not workshop content. Any additional transfer
thereafter will incur a transfer fee assessed at 25% of course tuition or $65, whichever is less, per
registration. Transfer requests must be submitted in writing to [email protected] at least 5 business
days before the start of the workshop. Transfer offers expire 6 months from the start date of the course
and if no action is taken during this 6 month grace period, tuition payment will be forfeited.
Transfer requests received less than 5 business days before the start of the workshop will be processed
as refund requests and will receive a 50% refund.
Replacements
Participants unable to attend a workshop may send a replacement participant. Replacement requests
must be submitted in writing to [email protected] before 12PM the day prior to the workshop and
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include original participant name and contact information and replacement participant name and contact
information. The replacement participant must meet the requirements for the workshop.
All Requests
Please allow up to 5 business days for refund or transfer requests to be processed.
Southface reserves the right to CANCEL and/or RESCHEDULE any training at any time. Should Southface
cancel or re-schedule a course it will make every attempt to do so no less than seven days before the
course start date. In the event Southface cancels a scheduled workshop or training, we will notify all
registered participants immediately and provide either a full refund or free transfer.
Southface does not refund travel, lodging and/or meal expenses in the event of a workshop
cancellation. Southface recommends booking refundable travel arrangements.
Curriculum Development Process After receiving approval to create a new course from the Program Director, the Project Manager must
meet with the Curriculum Development Manager to review and complete the Course Design Sheet and
Standards & Objectives Sheet. All Southface trainings must complete these forms. Once the forms are
submitted by the Curriculum Development Manager, the information will be sent automatically to
members of the marketing and education team for course promotion and continuing education
application submittal.
During the Curriculum Development Process, the Curriculum Development Manager and Project Manager
are responsible for creating a syllabus, developing activities and exercises, evaluating and developing
learning assessment tools and techniques, and ensuring that the training meets the standards set forth in
the Southface Course Management Handbook. In addition, the Project Manager is required to reach out
to partners and agencies invested in the workforce outcome of Southface trainings to request their
participation in the development of training content.
The Curriculum Development Manager and Project Manager will establish course prerequisites based on
the level of mastery required by the course content. Prerequisites may require the participant to have
passed an entry level course or to hold a degree or certification before registering for a course. The
Education Coordinator and Training and Events Associate are responsible for verifying that participants
have met the prerequisites prior to enrollment.
Once dates, locations, and instructors have been established, Project Managers must complete the
Course Notification Form. This form will alert the education team that the course is confirmed and will
trigger a variety of tasks that support the course.
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Course Design Sheet Process Outline
Course Inception
Program Director approves course creation with Project Manager. Project Manager sets up meeting with Curriculum Development Manager to fill out Course Design Sheet.
Course Design Sheet (CDS)
Project Manager completes form with Curriculum Development Manager who reviews, edits and approves. Approved form is then submitted to staff listed below, as well as the Program Director. The information will be used to create course materials, CEU applications and marketing support documents. For more
details about marketing support for trainings, please reference the Course Marketing Process section of the Course Handbook.
Curriculum Development
Manager
PowerPoint Assistance
Promotional Slides
Education Coordinator
CEU Applications
Answer Phone Inquiries
Website Page
Marketing Coordinator
Flyer
Email Newsletter
Training and Events Associate
Registration Listing
Key to Job Titles
Curriculum Development Manager Mike Ford
Education Coordinator: Ali Mithavayani
Marketing Coordinator: Shelby Kurland
Trainings and Events Associate: Ali Mithavayani
Development Manager: Ermis Zayas
Special Events Project Manager: Kelsey McNamara
Events and Office Coordinator: Samantha Shaye
Southface Course Management Handbook 2019 10
Course Notification Sheet Process Outline
Training Dates, Space and Instructors have been Confirmed
Project Manager has confirmed when the training will take place, has checked room calendars to confirm that desired space is available and has confirmed instructor availability.
Course Notification Form (CNF)
Project Manager completes CNF with all information filled out and provides "Special Notes" for unusual situations and requests. Any questions about this form should be directed to the Education Coordinator. When finished, Project Manager submits form which is sent to the staff listed below.
Curr. Dev. Manager
LMS Assistance
Development Manager
Coordinates Lunch Sponsorships if
Applicable
Education Coordinator
Courses Spreadsheet
Statistics and Revenue Tracking
Print Materials
Special Coordination with venue if needed
(also TEA)
Continuing Education Support
Education Fellow
Provides Registration Materials (Sign-in,
evals, etc.)
Coordinates Prop Trunks and other
Equipment
Sets-up Students on LMS (also EC & TEA)
Certificates (also EC & TEA)
Pre/post training emails (also EC &
TEA)
Marketing Coordinator
Updates Website
Office Coordinator
Puts Course on Website Calendar
Links Website to registration page
Special Events P.M.
Cross Checks Eco-Office Room Reservation
Trainings & Events Assoc
Creates registration listing
Event on Courses Calendar and Sends
Invites
Confirms on-site venue holds
Creates Completed Courses Folder
Places On-site and Off-site Catering
Orders
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Curriculum Update Process
Project Managers are responsible for keeping course content up-to-date by scheduling course
maintenance meetings with the Curriculum Development Manager every six months. Course
maintenance meetings will provide quality assurance for course content by reviewing the curriculum,
syllabus, and pre-requisites to assess how the training is meeting its stated objectives and outcomes.
Project Managers are required to meet with the Curriculum Development Manager prior to significantly
changing course content. If more than 20% of the course content is changed, the training will need to
be resubmitted to continuing education organizations.
Student Application Development
For IREC specific courses, an electronic registration package is emailed to each registrant, which includes
course information, a Course Application, prerequisites, and additional study resources. The Course
Application includes: course information, general contact information, company information, veteran
status, demographics, credentials, prerequisites and marketing. To determine course prerequisites,
Project Managers will work with the Curriculum Development Manager.
Once a student completes the Course Application, the Education Coordinator confirms whether all
prerequisites have been met. If all prerequisites are met then the student will be registered for the
course. If all prerequisites are not met by the application, the student will need to complete an online
or in-person tutorial before being registered for the course.
Examination Development
Project Managers are required to design each curriculum with the end goal in mind, by defining what
the student will be able to do after successful completion of the course. Project Managers meet with the
Curriculum Development Manager to develop the standards and objectives for the course. Curriculum
and assessments are then designed around the overall and supporting course goals and objectives. The
Project Manager and Curriculum Development Manager decide what types of assessments will best
correlate with the curriculum: formative or summative, written or performance-based and the types of
assessment questions asked which must follow standard guidelines. The Project Manager and
Curriculum Development Manager determine the criteria for passing vs. non-passing the assessments.
Once created, the Curriculum Development Manager is responsible for ensuring that the curriculum
correlates with the standards and objectives, covers all material on the assessment and arranges a team
to review the assessment items to ensure accuracy.
Southface created assessments are stored electronically on a secure local computer server. Students
take the exams on paper or electronically and are notified the day of the exam. Students are provided
the opportunity to discuss the exam with a member of the Southface staff if requested.
Southface will provide all students with a comfortable, secure location to complete assessments. If
needed and with prior arrangement, Southface will provide the student with a computer for completing
digitally delivered assessments. For field exams, Southface will provide the field exam location which
meets all testing criteria and is located in the close vicinity of the Southface main campus.
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Southface will provide appropriately trained test proctors for written and field exams. Southface will
track student, instructor and proctor assessment rotations to ensure that there are no conflicts of
interest.
Course Marketing Process The education and marketing teams support trainings by connecting target audience to information
about Southface training opportunities through the website, newsletter, email blasts, hand-outs and
social media outlets.
In order to ensure that the education and marketing teams have accurate information about new and
existing trainings, instructors and project managers must follow these guidelines.
When bringing a new course to Southface, all project managers must follow the Curriculum
Development Process as outlined in this handbook. As part of this process, the Project Manager must
meet with the Curriculum Development Manager and complete a Course Design Sheet as well as a
Standards and Objectives Form. Once complete, these forms contain information that will be used to
create website content, digital flyers and other marketing-related resources.
The type of resources that the marketing team provides for a course is determined by its classification.
The Curriculum Development Manager will assign the training a classification during the initial
Curriculum Development meeting. The Training Marketing Matrix outlines marketing services for each
classification. If a course falls under one category but there is a good argument for why it should receive
additional marketing support, the Project Manager, Program Director and Marketing Director must
meet to discuss in more detail before the submission of the Course Design Sheet.
Training Classifications
Course classification will be documented in section 6 on the Course Design Sheet
Priority Trainings
Examples of priority trainings might include those required as a part of major grants or contracts or
special trainings as requested by Program Directors. Trainings in this classification require a special
meeting with the marketing team to discuss specific marketing strategies.
Standard Trainings
Examples of standard trainings might include Southface or licensed training content. These trainings are
taught by or in conjunction with a Southface staff member. In order to meet this classification, the
training must have multiple training dates scheduled. Most Southface trainings will fall under this
classification.
Other Training Categories
Examples of other training categories might include single events, conference presentations, or external
events hosted at Southface. Trainings taught by non-Southface staff members or “one-off” trainings
might fall under this classification.
Southface Course Management Handbook 2019 13
Private Trainings
Private trainings are courses that are not offered to the general public and therefore are not listed on
the Southface website. These trainings do not require marketing support from Southface staff.
Web-based Trainings
Examples of web-based trainings might include trainings hosted on our Learning Management System
(LMS), webinars, videos or other on-demand online training presentations. Web-based trainings will be
listed on the Southface Training webpage under Distance Learning.
Training Marketing Matrix
Information necessary to provide the marketing support listed below will be pulled from the Course
Design Sheets and the Course Notification form as applicable.
Priority
Trainings
Standard
Trainings
Other
Trainings
Private
Trainings
Web-based
Training
Marketing by Project Manager
Registration Page*
Southface Website Calendar Listing*
Courses Newsletter Listing*
CEU Organization’s Website Listing*
Social Media Posting
Southface Website Course Page**
Course Flyer **
Course Slide **
Targeted e-Blast
Website Carousel
Journal Listing
Southface Website Distance Learning
* Automatic for eligible courses upon submittal of Course Notification Form (CNF)
** Eligible with submittal of Course Design Sheet (CDS)
Southface Course Management Handbook 2019 14
Marketing Support Types
Marketing by Project Manager
Project Managers and instructors are encouraged to help promote courses at meetings or networking
events. Project Managers should be sure to give a “teaser” at the end of each relevant class and ask
instructors of other closely related trainings to allow you a couple of minutes to plug the training.
Project Managers can also post training information to relevant professional organizations’ online
calendars and bulletin boards or ask contacts to distribute an email blast to their connections.
Registration Page
A registration page will be automatically created once the Course Notification Form is received if
Southface is handling the registration. The course is then available via searching the registration
database, as well as by direct link.
Southface Website Calendar Listing
With the creation of the registration page, the course will also appear on the Southface website
calendar, and, in the case of EarthCraft trainings, on the EarthCraft website.
Course Newsletter Listing
Each month Southface sends out an e-mail blast to the main distribution list, capturing the next month’s
trainings. These e-Blasts list all trainings that occur from the 15th of the month to the 15th of the
following month. The e-Blast features one training which is selected by the Education Coordinator
based on possible revenue, registration numbers and a variety of other factors. If a project manager
would like his/her course to be featured, send an email to or schedule a meeting with the Education
Coordinator.
CEU Organization’s Website Listing
Once CEU applications have been approved by various organizations for continuing education credit, the
course will often appear on the education provider’s web calendar (e.g. AIA or GBCI).
Social Media Posting
Marketing Associate will promote the training on Facebook, Twitter and/or LinkedIn.
Southface Website Course Landing Page
Content for this page will be taken from the Course Design Sheet, so Project Managers are encouraged
to schedule a meeting with the Curriculum Development Manager to discuss what should be advertised.
Course Flyer
Content from the Course Design Sheet will be entered into a basic Southface e-flyer template by the
Marketing Coordinator. Project Managers can distribute this flyer to their contacts.
Course Slide
The Project Manager may design, or may request that a member of the marketing or education team
design a slide advertising the course to be incorporated into relevant trainings. The Curriculum
Southface Course Management Handbook 2019 15
Development Manager will determine appropriate placement with the Project Manager, and the
information for this slide will be pulled from the Course Design Sheet.
Targeted e-Blast
“Special” mass mailings (outside of the standard once-a-month course-blast) to a big mailing list.
Customized e-Blasts require approval from Marketing Director.
Website Carousel
Course featured on the moving slide show on the Southface homepage.
Journal Listing
The last page of the Southface Journal, which is published quarterly, lists basic information about
regularly occurring courses, which is pulled from the Course Design Sheet.
Course Evaluations and Course Surveys The education team will conduct in-class student evaluations at the end of each course in order to
evaluate the effectiveness of the delivery of the course content and the instructors. Course evaluations
will at a minimum include: course information, instructor evaluation, course evaluation, student self-
evaluation, marketing information and additional comments. Students will not be required to complete
a course evaluation, but will be highly encouraged to submit one.
Additionally, the education team will conduct an online student survey at least sixty (60) days after
course completion to evaluate the retention level and application of course content on request by the
Project Manager. The online course survey will at a minimum include: course information, examples of
skills learned from the course, examples of applying skills, examples of challenges still working on,
desired additional training, student self-evaluation and additional comments. Students will receive an
email requesting their participation but will not be required to participate.
During the first six (6) deliveries of a new curriculum, Project Managers will review the results of the
course evaluations and, if applicable, the course surveys, to determine if improvements need to be
made to the course curriculum and/or an instructor’s delivery. Curriculum improvements will be
strongly considered if a suggestion is made by three (3) classes or if more than half the students in one
class make the same suggestion. Instructor improvements will be strongly considered if he/she receives
one (1) “poor” mark. After the first six deliveries, Project Managers will spot check evaluations and
surveys to ensure consistent performance.
Resources for Students Southface Energy Institute provides students with an in-house and virtual resource library. Students can
access the in-house resource library at 241 Pine St. NE, Atlanta, GA 30318, Monday through Friday, from
8:30 am to 5:30 pm. The in-house library contains journals, case studies, white papers and books
related to energy efficiency, solar power, construction concepts, energy and building science. Students
can access the virtual resource library at http://www.southface.org/learning-center/library/ from any
Southface Course Management Handbook 2019 16
computer. The virtual library contains articles, case studies, savings calculators, podcasts, manuals,
white papers, fact sheets and presentations relating to green building certification programs, building
guides and manuals, best practices, radon, solar power, water efficiency, school resources and energy
saving tips. Additionally, students can call our main line 404-872-3549 for help on a specific issue.
Volunteers All volunteers must sign and abide by the IREC Code of Ethics and Southface Liability Waiver.
Internal Education Audit The purpose of the internal education audit is to provide independent, objective assurance on the
consistency and effectiveness of the education team’s operations. The auditing process helps the
education team accomplish its goals and objectives by bringing a systematic approach to evaluate and
improve its management systems and procedures.
Scope of Work The scope of work of the internal educational audit is to determine whether the education team’s
management systems and procedures, as assigned and represented by staff, are adequate and
functioning in a manner to ensure:
Educational goals and objectives are achieved.
Employee actions are in compliance with the written policies, standards and procedures.
Risks are appropriately identified and managed.
Responsibility
The Internal Education Auditor has the responsibility to:
• Develop a flexible annual audit plan using an appropriate methodology and submit that plan to
the Program Director for review and approval as well as periodic updates.
• Implement the annual audit plan, as approved, including as appropriate any special tasks or
projects requested by the Program Director.
• Provide, annually, an assessment on the adequacy and effectiveness of the education team’s
processes for controlling its activities and managing its risks in the areas set forth under the
mission and scope of work.
• Report significant issues related to the processes for controlling the activities of the education
team, including potential improvements to those processes, and provide information concerning
such issues.
• Periodically provide information on the status and results of the annual audit plan and the
sufficiency of department resources.
Southface Course Management Handbook 2019 17
Audit Process
The Internal Education Auditor will conduct an annual audit preferably during the third quarter on the
policies and procedures listed below. The audit will consist of meeting with a sample set of education
team members, at least 3 individuals, to assess if the team members are up to date on policy
requirements. To determine if an individual knows a policy, the Internal Education Auditor will ask
questions pertaining to the location of the policy, a brief description and who is responsible for an item
if applicable. The Internal Education Auditor will report any inconsistencies and corrective
recommendation in addition to any areas for continuing education of team members.
Policies and Procedures
IREC Code of Ethics waiver
Nondiscrimination Policy
Conflict of Interest Policy
Course Management Handbook location
Commitment to Quality
Commitment to Professionalism
Confidentiality Policy
Document Retention and Destruction Policy
o Terms of Retention
o Terms of Hard Copy Document Destruction
o Terms of Electronic Document Destruction
Grievance Policy
Curriculum Development Process
o Course Design Sheet Process Outline
o Course Notification Sheet Process Outline
o Curriculum Update Process
o Student Application Development
o Examination Development
Course Marketing Process
o Training Classifications
o Training Marketing Matrix
o Marketing Support Types
Course Evaluations and Course Surveys
Resources for Students
Safety Policy
Safety Toolkit
Management Responsibilities
Tools & Equipment
Appropriate Staff Training, Job Description and Reviews
Southface Course Management Handbook 2019 18
APPENDIX A: Grievance Recordal Form - Process Documentation
A grievance is defined as a student’s written expression of dissatisfaction concerning a particular training’s
content or an action or performance of a Southface instructor/staff member. Grievances may only involve
issues directly affecting the student and may not be brought on behalf of another student. This form shall
document the entire Grievance process and all documents and discussions in regard to this grievance,
presently and in the future, shall be held in the strictest of confidence to protect the Organization, Employee
and Complainant.
The following is to be completed by complainant.
To: (Recipient of Form)
Name of Complainant:
Complainant Address:
Complainant Phone:
Complainant Email:
Name of Training:
Name of Instructor:
Date of Alleged Violation:
Please provide a detailed description of the “Alleged Violation” and attach any relevant documentation directly to this form. Please be clear and concise in your explanation of the alleged violation, reason you are filing this grievance and the actions you feel necessary in order to resolve this grievance.
COMPLAINANT’S SIGNATURE DATE
GRIEVANCE RECIPIENT SIGNATURE DATE
Once complete, the Grievance Recipient will forward this form and all attached documentation to the
relevant Southface Director. The Director shall appoint a committee to consider the documentation and
make a decision whether to proceed or dismiss the grievance.
Southface Course Management Handbook 2019 19
FIRST STEP – GRIEVANCE REVIEW: Program Director / Grievance Committee
Initial Comments or Additional Information (Southface Director):
Grievance Committee (Appointed by Southface Director):
Result of Grievance: Outcome Narrative (Please document the outcome of the Grievance Review below. Please do not include minutes of the Committee Meeting or any information that would be a violation of confidentiality of the Organization, Complainant and/or Employee. Attach additional sheets if necessary)
____ Accepted by Complainant
____ Not Accepted by Complainant
SIGNED :
COMPLAINANT DATE
PROGRAM DIRECTOR DATE
WITNESS DATE
The outcome of the Grievance Review, whether to “Dismiss / Proceed,” with the Grievance must be “Accepted / Not Accepted” by the complainant. This form must be signed by the Program Director, Complainant and a neutral Witness.
If the decision is made to “Proceed” with the Grievance and “Accepted or Not Accepted” by the Complainant, please proceed to Second Step;
If the decision is made to “Dismiss” the Grievance, and “Accepted” by the Complainant, this concludes the Grievance process and all action documented above must be taken;
If the grievance is “Not Accepted” by the complainant, please proceed to Second Step.
Date of Committee Meeting:
________________
OUTCOME:
____ Proceed with Grievance
____ Dismissal of Grievance
Southface Course Management Handbook 2019 20
SECOND STEP: MANAGEMENT / EMPLOYEE REVIEW – Chief Operating Officer
Initial Comments or Additional Information (Chief Operating Officer):
Additional Management in Attendance (If necessary)
Result of Review – Action Taken: (Please document the outcome of the Management /Employee Review below and the steps necessary to resolve the grievance. Please do not include any notes or minutes from the Employee Review or any information that would be a violation of confidentiality of the Organization, Complainant and/or Employee. Attach additional sheets if necessary.)
SIGNED:
EMPLOYEE DATE
CHIEF OPERATING OFFICER DATE
The outcome and action to be taken from of the Management / Employee Review, must be “Accepted / Not Accepted” by the employee and signed by the Employee and Chief Operating Officer. Action taken is then presented to the Complainant to be “Accepted / Not Accepted.”
____ Accepted by Complainant
____ Not Accepted by Complainant
COMPLAINANT DATE
If grievance is accepted by the Employee and Complainant all action must be taken as indicated in the above narrative. If grievance is “Not Accepted” by either the Employee or Complainant, proceed to Third Step.
Date of Meeting:
______________________
OUTCOME:
____ Accepted by Employee
____ Not Accepted by Employee
Southface Course Management Handbook 2019 21
THIRD STEP - EXECUTIVE LEVEL, FINAL REVIEW: Executive Director
Initial Comments or Additional Information (Executive Director):
The Executive Director may elect to resolve Grievance at Management level, present grievance to Board of Directors or appoint a Committee from the Board of Directors for review of Grievance.
All in Attendance (If necessary) Date of Meeting:
Result of Final Review – Final Action Taken: (Please document the outcome at the Executive Level and the final steps necessary to resolve the grievance. Please do not include any notes or minutes or any information that would be a violation of confidentiality of the Organization, Complainant and/or Employee. Attach additional sheets if necessary.)
____ Accepted by Employee ____ Accepted by Complainant
____ Not Accepted by Employee ____ Not Accepted by Complainant
SIGNED:
EMPLOYEE DATE
COMPLAINANT DATE
EXECUTIVE DIRECTOR DATE
The outcome and action to be taken from of the Executive Level, must be “Accepted / Not Accepted” by the employee and complainant and signed by the Executive Director, Complainant and Employee and all action must be taken as indicated in the above narrative. If grievance is “Not Accepted” by either the Employee or Complainant, it shall be documented as such, and the action listed in the above narrative will be the final action taken on this grievance. Please attach all relevant documentation, notes and minutes of meetings and file in a secure location. This concludes the Grievance process.
The content of this form is Private and Confidential.
Southface Course Management Handbook 2019 22
Safety Manual
Southface Safety Manual 2016 23
Safety Manual - Table of Contents Nondiscrimination Policy .............................................................................................................................. 3
Commitment to Quality Training .................................................................................................................. 3
Commitment to Continuous Improvement .................................................................................................. 3
Commitment to Professionalism .................................................................................................................. 3
Confidentiality Policy .................................................................................................................................... 4
Document Retention and Destruction Policy ............................................................................................... 4
Terms of Retention ................................................................................................................................... 4
Terms of Hard Copy Document Destruction ............................................................................................. 5
Terms of Electronic Document Destruction.............................................................................................. 5
Grievance Policy ............................................................................................................................................ 6
Course Refund and Cancellation Policy ........................................................................................................ 7
Curriculum Development Process................................................................................................................. 8
Course Design Sheet Process Outline ....................................................................................................... 9
Course Notification Sheet Process Outline ............................................................................................. 10
Curriculum Update Process .................................................................................................................... 11
Student Application Development .......................................................................................................... 11
Examination Development ..................................................................................................................... 11
Course Marketing Process .......................................................................................................................... 12
Training Classifications ............................................................................................................................ 12
Training Marketing Matrix ...................................................................................................................... 13
Marketing Support Types ........................................................................................................................ 14
Course Evaluations and Course Surveys ..................................................................................................... 15
Resources for Students ............................................................................................................................... 15
Volunteers ................................................................................................................................................... 16
Internal Education Audit ............................................................................................................................. 16
Scope of Work ......................................................................................................................................... 16
Responsibility .......................................................................................................................................... 16
Audit Process .......................................................................................................................................... 17
Policies and Procedures ...................................................................................................................... 17
APPENDIX A: Grievance Recordal Form - Process Documentation ............................................................ 18
Southface Safety Manual 2016 24
DELEGATION AND ACCEPTANCE OF RESPONSIBILITY ............................................................................. 25
Program Manager Responsibilities ....................................................................................................... 25
Instructor Responsibilities ...................................................................................................................... 25
Student Responsibilities .......................................................................................................................... 25
Safety Committee Responsibilities ......................................................................................................... 26
ACCIDENT/INCIDENT REPORTING & INVESTIGATION ................................................................................. 26
Accident Reporting ................................................................................................................................. 27
Accident Investigation............................................................................................................................. 27
Accident Reporting Form ........................................................................................................................ 29
PERSONAL PROTECTION EQUIPMENT (PPE) ............................................................................................... 30
Protective Clothing ................................................................................................................................. 30
Eye Protection and Face Protection ........................................................................................................ 30
FIRE SAFETY ................................................................................................................................................. 31
Classes of Fires ........................................................................................................................................ 31
General Rules .......................................................................................................................................... 31
ELECTRICAL SAFETY ..................................................................................................................................... 32
Defective Equipment .............................................................................................................................. 32
Unsafe Practices ...................................................................................................................................... 32
Lack of Knowledge .................................................................................................................................. 33
SAFETY INSPECTION PROGRAM .................................................................................................................. 33
GENERAL INSTRUCTIONAL SAFETY CHECKLIST .................................................................................... 34
GENERAL BUILDING SAFETY CHECKLIST ............................................................................................... 35
Southface Safety Manual 2016 25
DELEGATION AND ACCEPTANCE OF RESPONSIBILITY
Program Manager Responsibilities Accident prevention in classroom and in-field activities must have leadership and guidance. The
following are functions considered the responsibility of the program manager in a comprehensive
accident prevention program.
1. Arrange for the procurement of safety equipment.
2. Secure enthusiastic support of accident prevention from instructors.
3. Observe instructors for assurance that safety instruction is a functioning part of the course.
4. Receive and review accident reports.
5. Support instructors in enforcing safety regulations.
6. Ensure instructors and other staff possess all relevant safety training and related certifications.
Instructor Responsibilities
The primary responsibility for classroom and in-field safety instructions in accident prevention rests
with the instructor. The following are considered the responsibilities of the instructor on a
comprehensive accident prevention program.
1. Incorporate safety instruction in the course.
2. Perform a safety inspection of all training locations (on- and off-site) and complete the General
Safety Inspection checklist.
3. Ensure any safety concerns are remedied before beginning the course.
4. Begin each course with safety review, including location of first aid kits, fire extinguishers, and
emergency exits.
5. Give instructions on hazard and accident prevention specific to the particular course.
6. Give instructions and promote activities, which will lead to accident prevention in future
employment.
7. Provide necessary personal protective equipment.
8. Follow all safety practices personally.
9. Revise facilities to provide for optimum safety conditions. Give special attention to layouts;
equipment and tools; and storage and handling of materials.
10. Enforce safe housekeeping procedures.
11. Make recommendations for improving environmental safety conditions.
12. Fill out a formal accident report regardless of nature or severity.
13. Conduct the preliminary accident investigation.
Student Responsibilities Students are an integral part of the safety program. Learning the proper safety procedures prepares
them in the proper use of tools and equipment.
Southface Safety Manual 2016 26
1. Develop safe attitudes through actual training and practice of safe behavior in the field.
2. Develop the ability to evaluate potential hazards in activities, which may form a part of their
future careers, and to take the appropriate prevention measures.
3. Develop a sense of responsibility for their safety and the safety of others.
4. Demonstrate knowledge and understanding of the safety rules and regulations.
5. At all times, follow the safety rules and regulations.
6. Alert the instructor to hazards that exist in the classroom or in the field.
7. Report any defective tools or equipment to the instructor.
8. Operate equipment only after receiving instructions on how to operate the equipment safely.
9. Wear the appropriate safety equipment whenever there is danger in the work environment.
Safety Committee Responsibilities
The Safety Committee fosters and promotes a commitment to safety on an institute-wide basis.
Membership of the Safety Committee consists of:
Chairperson - appointed by the Program Manager
One (1) Instructor
Facility Manager
The following are considered the responsibilities of the Safety Committee on a comprehensive accident
prevention program.
1. Review and make recommendations in all matters regarding safety in the classroom, field and
vehicle safety.
2. Review all accidents resulting in personal injury and/or property damage; conduct a root cause
analysis; and recommend prompt correction of unsafe conditions or practices.
3. Promote safety among employees by planning in-service activities, procuring safety instructor
material, recommending appropriate training and certifications, etc.
4. Adhere to specific safe practices and regulations.
5. Ensure all safety related documentation (including relevant staff certifications) is maintained.
6. Review Safety Manual and revise as necessary.
The Committee shall meet at least once each quarter at a time and date established by the Chairperson.
Additional or emergency meetings may be scheduled by the Chairperson.
ACCIDENT/INCIDENT REPORTING & INVESTIGATION The key to an effective safety program is the timely, accurate, and thorough reporting along with the
investigation of accidents and incidents. It is up to the student and instructor to ensure that when an
accident or incident occurs, and after the student or staff member has been cared for, a complete
accident report is made. The form provided in conjunction with this safety program is intended to be a
guide to provoke thought and recollection. It will also serve as a record of what happened, why, and
what will be done to help prevent similar occurrences.
Southface Safety Manual 2016 27
Accident Reporting
1. All accidents, no matter how minor, must be reported.
2. Within one workday, the instructor will complete an accident report form. Accidents involving
employees will be reported by the immediate supervisor.
3. The accident report form will be submitted to the program manager for review.
4. A copy of the accident report will be kept by the instructor.
5. Reports of accidents involving personal injury or property damage will go to the Safety Committee.
Accident Investigation In order to determine the cause and identify necessary corrective actions, all accidents will be
investigated preliminarily by the instructor and followed up by the Safety Committee as a part of the
process of completing the accident report form.
1. The accident report centers on what happened; the accident investigation phase should
concentrate on the causes and corrective steps necessary to prevent a reoccurrence.
2. The accident investigation may add supplementary information to the accident report.
3. The instructor may request assistance in conducting the investigation. Assistance may be
provided by advisory committee members, other instructors, or specialists in a particular area
(e.g., fire marshal).
4. The accident investigation will be submitted to the program manager.
Definitions
Injury - the result of an accident, a cut foot, a broken arm, a damaged eye. It is not the accident itself.
Primary cause - the condition or act that caused the accident: A pool of liquid spilled on the floor, etc.
Secondary causes - the other acts or conditions that contributed to the accident. These include the
reasons the spill on the floor had not been cleaned up. Often it may be difficult to separate the primary
from the secondary cause. This should not hinder an accident investigation; all causes should be listed.
The important thing is to detect and correct all of them.
Other causes - the conditions that could result in accidents but had no effect on the particular accident
being investigated.
Types of accident causes
Unsafe conditions (mechanical failure or physical causes)
Unsafe procedures (human failure)
An intensive search may have to take place before the real cause of an accident can be found.
Data Collection
Southface Safety Manual 2016 28
The investigator of an accident has three sources of information: equipment, material, and people.
Equipment and material are fairly reliable if present. They are not affected by tricks of memory or
prejudice. The key to inspecting objects is to know what to look for. If, for instance, a blower door fan
malfunctions, was it appropriately plugged in or were there objects in the fan path? Also, was the fan in
good condition with no defective parts? A "yes" answer to any of these questions helps to narrow the
investigation.
People, on the other hand, can be more difficult to handle because the approach to them will often
determine the amount of information to be received. An impartial and impersonal attitude must be
achieved. Trying to fix blame or find someone to "blame it on" (or giving this impression) will accomplish
nothing. Therefore everything should be collected including tips and rumors. There will be time later to
sort and evaluate the material.
Information received from the people at the scene may or may not be accurate. A variety of factors can
color the facts. Some common ones are:
1. Did they actually see the entire accident take place or were they attracted by the noise and
excitement?
2. What are the attitudes of the people involved? Do they dislike their jobs or their supervisors?
Personal feelings do affect the way things are viewed.
3. Is the person being interviewed trying to avoid being at fault? Does he or she have an axe to
grind?
The basic question when interviewing people is "why"? For example, "Why do we do it this way?" "Why
is the chemical used here?" "Why are these items stored here?" However, in using this approach, it is
important to be ready to point out that the reasons these questions are asked is simply to find the facts
so that a similar accident can be prevented. Accurate information cannot be expected from people if
they feel threatened. Frequently, the answer to "Why?" will be "because we have always done it that
way." This answer often points out the real cause of an accident; no one has thought of the safety
aspect before; or if they have, they have been unwilling to change even for the sake of safety. Either
way, an important discovery has been made.
Summary
This section has been designed to assist in preventing future accidents by properly investigating those
accidents that do occur. Record the facts, what action is recommended, and protect the safety of the
students and instructors. Begin the investigations by asking "Why" and continue asking until all the
facts are known. Answering that question will save injuries, property damage, and money.
Southface Safety Manual 2016 29
Accident Reporting Form
Instructor Portion
Name of person injured:
Location of injury:
Date and time:
Nature and extent of injury
Witnesses:
Type of medical treatment: First Aid EMT Clinic/Hospital
First Aid administered:
Name of First Aid provider:
Preliminary cause of injury:
Unsafe condition:
Unsafe procedure:
Unknown:
Safety Committee Portion
Concluded cause of injury:
Corrective action(s) to be taken:
Southface Safety Manual 2016 30
PERSONAL PROTECTION EQUIPMENT (PPE) Students and instructors must observe all safety procedures regarding personal protection and
procedures for safe operation of equipment. Safety rules and regulations will be presented through
Material Safety Data Sheets (MSDS), presentations and demonstrations. Students will not be permitted
to use equipment until they have received appropriate operating and safety instruction. The following
table describes the location and personal protection equipment recommended:
Location PPE Recommendation
Attic Non-conductive Hard Hat, Safety Goggles, Gloves,
TYVEK® Suit, Dust Mask, Boots
Unfinished Basement, Crawl Space
Non-conductive Hard Hat, Safety Goggles, Gloves, TYVEK® Suit, Dust Mask, Boots
Main Living Space Booties
Main Campus or SWEET Center (if handling tools or
doing hands-on training involving tools)
Safety Goggles, Dust Mask, Gloves, Boots
Pre- and Post- Dry Wall Inspection
Non-conductive Hard Hat, Safety Goggles, Boots
Protective Clothing
Students and instructors are encouraged to wear clothing appropriate to the safety requirements of the
course. Recommended protective clothing includes but is not limited to boots, long pants, gloves and
non-conductive hard hats (specifications must meet ANSI Z90.1-1969). Extra full-body protection, such
as a TYVEK® suit may be required in situations of high pollutant exposures, such as crawl spaces. In
addition, it is advisable to remove all jewelry (e.g., rings, chains, etc.) and tie back long hair. Always
consult MSDS sheets for appropriate attire.
Eye Protection and Face Protection
Rules, regulations, and procedures for eye protection safety for students, instructors, and observers are
developed and implemented to meet industry standards and legislative requirements. In addition to eye
protection safety provisions found elsewhere in other safety material used in the instructional process,
the provision for eye and face protection will include the following:
1. Every student and instructor using equipment or tools which present potential eye and face
injury from physical or chemical agents shall be required to wear eye protection.
2. Eye protection equipment issued to students or instructors shall be durable and capable of
being disinfected. All eyewear must meet ANSI Z87.1-1968.
3. Persons whose vision requires the use of corrective lenses or spectacles, shall be protected by
Southface Safety Manual 2016 31
goggles that can be worn over corrective lenses or spectacles without disturbing the adjustment
of the spectacles.
4. Dust masks and/or respirators must be worn in potential presence of high-volume of
contaminants, such as dust, allergens, and vapors.
5. NIOSH-certified respirators must be worn by required staff. Required staff will be notified by the
Safety Chairman.
FALL PROTECTION
Southface will provide and install fall protection equipment for all staff and students as required by 26
CFR 1926 Subpart M, 1926.501. All personnel needing fall protection will be properly trained in its
operation and use.
FIRE SAFETY
Classes of Fires
There are four principal classes of fires. No one extinguishing agent works well on all although some
work on most.
Class A: This is the most frequently found fire involving wood, rubber, paper, and most plastics.
Use water, chemical-extinguishing solutions water, or Class A dry chemical (they crust and
smother the glowing embers).
Class B: Flammable liquids can be difficult to extinguish. Dry chemicals are most effective,
followed by foam, inert gas, and water spray. A flammable liquid fire in a container can be
extinguished by putting a lid on the container. Remember that the heat from a flammable liquid
fire can quickly ignite wood or paper in the vicinity, making extinguishing more difficult.
Class C: Covers electrical fires. Remember that the first step in extinguishing an electrical fire is
shutting off the power to the equipment on fire. Then an extinguisher with a Class C rating may
be used to complete extinction. It may be necessary to use water if the electrical fire has
involved other combustible materials. AVOID USING WATER ON ELECTRICAL EQUIPMENT THAT
IS NOT DEENERGIZED UNLESS IT IS APPLIED IN A FINE SPRAY, AND EVEN THEN CAUTION MUST
BE TAKEN TO AVOID ELECTRICAL SHOCK FROM TOUCHING “LIVE” SURFACES.
Class D: Certain materials such as magnesium and powdered aluminum may burn intensely. In
general, the extinguishing method involves excluding air and moisture with dry sand or special
metal fire extinguisher powder.
General Rules
Approved fire extinguishers are required in all vehicles and classroom areas. Multipurpose dry
chemical units are most effective for general use. General-purpose fire extinguishers should
have at least 2-A, 10-B, or C rating. Multipurpose ABC units are used in most areas.
Store flammable liquids in approved (Underwriters Laboratories or Factory Mutual Labeled)
Southface Safety Manual 2016 32
safety containers and cabinets.
Inspecting and testing of fire extinguishers will be completed at regular intervals by a contracted
fire extinguisher service. The Safety Committee will be responsible for quarterly inspections. Any
irregularities will be addressed by the Facility Manager.
All students and staff should familiarize themselves with fire escape routes.
Bulk storage of flammable materials should be in approved areas.
Oxidizers and oily materials should not be stored together.
All students and staff should familiarize themselves with shut-off valve or switch locations for
gas or oil fired equipment and know how to de-energize electrical equipment in an emergency.
Use only approved liquids for cleaning purposes.
ELECTRICAL SAFETY The use of electricity has become so common that few people realize the potential dangers of electrical
energy. Most of the accidents that are caused by electricity could have been avoided if the hazard had
been recognized and if action had been taken to correct the adverse condition. The instructor must
realize that any electrical circuit is a potential hazard, regardless of the amount of voltage or current
present. Electrical accidents are caused by unsafe conditions, unsafe practices, or a combination of both.
Cause of electrical accidents can be traced to (1) defective equipment, (2) unsafe work practices and, (3)
lack of knowledge of the dangers of electricity.
Defective Equipment
A variety of unsafe conditions involving the different types of equipment creates many electrical
hazards. Some of the common defects of tools and equipment are as follows:
1. Improperly grounded equipment (ground wires missing, broken, or improperly connected)
2. Open conduits, switch boxes, damaged or worn connections, and exposed live wires
3. Insulation which is defective, inadequate, worn, frayed, wet, oily or deteriorated, creating short
circuit possibilities and energizing equipment
4. Defective switches, receptacles, extension cords, and lamp sockets
5. Dirty motor windings and improperly adjusted brushes
6. Improperly connected power tools and defective insulation in portable tools
7. Broken housings, loose or vibrating machine parts which contact and energize tool or machine
frames and expose "live" surfaces to operator
8. Cracked and broken ladders
All defective equipment will be labeled with “DO NOT USE”, and shall not be used.
Unsafe Practices Unsafe practices and work procedures result in electrical accidents and fires. Some of the common
unsafe acts committed in the laboratory are:
1. Making machine electrically live without instructor's permission
Southface Safety Manual 2016 33
2. Using ungrounded equipment or removing ground connections
3. Using defective tools or equipment in need of repair
4. Using equipment not for the intended use approved by the Underwriters Laboratories
5. Overloading of circuits or over fusing circuits
6. Using light duty, ungrounded extension cords for industrial service
7. Use of metal ladders while working on electrical equipment
Lack of Knowledge
Teaching a basic understanding of electrical safety is an important part of the total instructional
program at Southface.
SAFETY INSPECTION PROGRAM The key to effective safety programs is a recurring and specific inspection program that examines all
aspects of safety planning, instruction, operations, and maintenance. The program is not only for
instructional areas but for Southface as a whole, with a goal of checking that a safe environment is
available for students and staff alike.
General Instructional Safety Checklist
This is intended for use within academic program areas and addresses general safety, procedures,
physical condition, and student awareness. Course instructors must perform a safety inspection of all
training locations and any safety concerns must be remedied before beginning a course. This policy
applies to both on-site and off-site training locations.
General Maintenance Safety Checklist
This is intended to be used by maintenance and supervisory personnel to inspect the facility as a whole
on a periodic basis.
All areas of the campus must be inspected at least annually. Reports from all inspections should be
turned into the Facility Manager, who will coordinate maintenance activities where required.
Southface Safety Manual 2016 34
GENERAL INSTRUCTIONAL SAFETY CHECKLIST DATE: LOCATION:
S – Satisfactory A – Acceptable with Attention U – Unsatisfactory NA – Non-Applicable
GENERAL PHYSICAL CONDITION
Furniture and equipment S A U NA
Ventilation is adequate for conditions S A U NA Illumination is adequate for conditions S A U NA
SAFETY PROCEDURE AND MATERIALS
Safety included as integral part of instruction S A U NA Emergency procedures are posted S A U NA Emergency procedures are reviewed periodically S A U NA
Fire extinguishers are of proper type, readily available and maintained
S A U NA
Faculty and students know location and proper use of fire extinguishers
S A U NA
First aid supplies are available S A U NA
Faculty receives periodic training in first aid/CPR procedures S A U NA Accident reporting procedures are reviewed with students S A U NA
Accident reports are submitted and reviewed to eliminate hazards
S A U NA
Appropriate safety signs posted and observed (no smoking, etc.) S A U NA
Students are informed on knowledge of safety S A U NA ELECTRICAL AND FLAMMABLE MATERIALS
Power cords are in good condition S A U NA Electrical outlets are used properly S A U NA Power and/or extension cords arranged to prevent tripping hazard
S A U NA Flammable and/or hazardous materials identified and properly stored
S A U NA
Properly procedures are followed to dispose of flammable or hazardous waste
S A U NA
COMMENTS:
Printed Name & Signature of Individual Conducting Inspection and Date
Southface Safety Manual 2016 35
GENERAL BUILDING SAFETY CHECKLIST
DATE: LOCATION:
S – Satisfactory A – Acceptable with Attention U – Unsatisfactory NA – Non-Applicable
GENERAL SAFETY
Floors are clean, dry as possible and free of holes, protrusions or other walking hazards
S A U NA
Passageways are clear of floor and wall obstructions and are of adequate width for all required use
S A U NA
All ladders are in good sturdy condition S A U NA All straight ladders and extension ladders are equipped with non-slip feet
S A U NA
All ladders are frequently inspected on a regular basis for sound structural conditions
S A U NA
All metal ladders are free from sharp edge, burrs, etc. S A U NA Furnace room, custodial rooms and closet are free of litter, trash, and unorganized stored materials
S A U NA
Heating and ventilating units are in proper working order and regularly inspected for proper operation
S A U NA
Garden hoses or electrical cords or other obstructions are not allowed to remain across normal pathways
S A U NA
Flammable materials are kept in safety-approved containers and proper cabinets or rooms
S A U NA
Approved safety glasses are worn by students and staff when working with hazardous tools
S A U NA
Gas pipes within building are regularly tested for leaks S A U NA
Custodial carts and equipment are managed in such a way as not to create traffic hazards
S A U NA
Insect spraying is done promptly when needed. It is done on a regular basis.
S A U NA
There are no sharp or broken edges on desks, tables, chairs, etc S A U NA
Main entrance doors to classrooms, offices, multi-use rooms, etc. are in good working order
S A U NA
There is no broken glass in doors or windows S A U NA Metal threshold and carpet binding strips are securely fastened to the floor
S A U NA
Mats or other types of carpeting lay flat, and when on waxed floors, have a non-slip reverse side
S A U NA
Southface Safety Manual 2016 36
EXITS
Exits are clearly visible and access to them clearly indicated and free of obstruction
S A U NA
Exit doors are free of chains, bars, or other devices that would prevent free exit in time of need
S A U NA
Exit lights are in good working order S A U NA
FIRST AID
First aid supplies are readily available S A U NA
FIRE EXTINGUISHERS
Extinguishers are conspicuously located and readily available S A U NA There is a program of proper maintenance for all extinguishers S A U NA Proper extinguishers are provided for anticipating hazards and properly located fifty feet from hazards
Class A – for wood, cloth, paper and rubber fires Class B – for flammable or combustible liquids Class C – for hazards near electrical equipment Class D – for hazardous areas where combustible metals
such as magnesium, titanium, zirconium, sodium, and potassium are stored or used
S A U NA
Durable tags are attached to each extinguisher to record the date of recharge and initials of person who performed the service
S A U NA
The fire alarm system is maintained in working condition S A U NA
ELECTRICAL
Electrical cords are in good condition S A U NA Electrical panel boards are properly covered with trim plate doors
S A U NA
Access to each panel board is free of obstruction S A U NA All electrical appliances are equipped with 3-wire grounded cords S A U NA
POWER TOOLS
All the power driven circular saws are equipped with guards S A U NA
The lower guard of portable circular saws will automatically and instantly return to the protective position
S A U NA
Southface Safety Manual 2016 37
“Dead man” controls are on all portable power driven tools S A U NA Electrical portable tools properly grounded S A U NA Power lawn mowers are purchased to meet ANSI Standard B71.1 – 1986 Specifications for Power Lawn Mowers
S A U NA
VEHICLE
Operational head lights S A U NA
Operational break lights S A U NA
Operational reverse lights S A U NA
Operational turn lights S A U NA
Sounding horn S A U NA
Appropriate level of motor oil S A U NA
Functioning windshield wipers S A U NA
Proper tire pressure S A U NA
Proper latching of seat belts S A U NA
First aid kit present S A U NA
Personal Protection Equipment kit present S A U NA
For additional information on the Southface Vehicle Policy, refer to the Personnel Policy.
COMMENTS:
Printed Name & Signature of Individual Conducting Inspection and Date