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Graduate School USA Health and Safety Plan

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Graduate School USA Health and Safety Plan

Table of Contents



  • Administration of Health and Safety
  • Inspections and Compliance Requirements
  • [Reporting of Accidents
  • [Reporting of Crimes on Institution Property
  • [Institution Facilities
  • [Medical Emergencies, First Aid, and Medical Treatment
  • [Power Losses
  • [Weather Emergencies and Crisis Management
  • [Smoking Policy
  • [Handling of Suspicious Mail and Packages





APPENDIX C Building Security Emergency Contact Numbers



Graduate School USA's Employee and Student Health and Safety Plan outlines general policies and procedures with which all employees should be familiar. In the event of an emergency, it may be too late for this plan to be consulted. All employees are encouraged to review this plan and be familiar with its content. This plan is developed and maintained by the Health and Safety Committee and resides in the office of Operations. The committee welcomes comments and suggestions from all parties to ensure that our institution provides for a safe and healthful environment for work and study.

This plan has been prepared to provide employees and students of Graduate School USA with an understanding of the institution's concern for protecting employees and students from job-related injuries or health impairments; to prevent accidents and fires on site; to inform employees of appropriate emergency medical procedures and plans for staff and students; to monitor workplace hygiene and sanitation; and, to promote the adoption of practices which are reasonably designed to reduce employee and student exposure to unwarranted and unnecessary threats to their health and safety, and to provide guidelines to promote school-wide security.

The School recognizes its responsibility to maintain a safe and healthy environment for employees and students. Safety is everyone's responsibility and in most instances is rooted in one's awareness of potential hazards and common sense in responding to such hazards. The policies and procedures outlined in this plan are based upon the latest information developed by the School and do not purport to be or to include the latest or most definitive information. Graduate School USA makes no such claim and offers no assurance that this is the case. This material is informational only and not contractual. Employees are responsible for keeping themselves informed and for taking necessary precautions for their own safety and the safety of others.


As an employee of Graduate School USA, you are the most valuable and important resource of this institution. The School cannot perform its vital public mission for our students, clients, and customers without the enthusiastic, energetic, professional, and dedicated work performed by every one of our employees.

The safety and health of all employees and our students is a major concern. We intend to make every effort possible to provide everyone with a safe and healthy work and learning environment. Accidents, injuries, and illnesses can cause suffering and financial loss to employees and students of this institution and their families. A safe and healthy work and learning environment is important for everyone and does not happen by chance. Safety is everyone's responsibility, and everyone, without exception, is personally responsible for supporting the safety and health program. Everyone is asked to cooperate with the appointed Health and Safety Health Committee in the implementation and continued success of the School's Health and Safety Plan.

I am personally committed to this plan and will do everything I can to support, promote, and participate in a safe and healthy work and learning environment. This commitment is also expected of every supervisor at Graduate School USA. It is my intent that this institution, at a minimum, complies with all applicable risk management laws, rules, regulations, and standards; takes no shortcuts when it comes to safety and health; and, gives risk management priority consideration when it comes to making decisions. If everyone does their part, we can maintain an organizational culture that integrates safety and individual concern in our work practices and behavior whether at work or at home.

Jack Maykoski
President and CEO



Administration of Health and Safety 1-1.1 Health and Safety Committee

The Health and Safety Committee Chairperson is appointed by the President and CEO to assume the responsibilities identified in this plan. The Vice-President of Operations chairs and directs the activities of the Health and Safety Committee representatives of the institution's operations. The committee representatives are:

  • Director of Human Capital Management
  • Director of Facilities
  • Director of the Customer Support Center
  • Director of Regional Classroom Training
  • Registrar
  • Representative from the GS Floor Monitors and Leaders in Action

The primary responsibilities of the committee are:

  • To promote health, safety and security consciousness throughout Graduate School USA.
  • To conduct evaluations of all facilities, equipment, and operations in accordance with this manual and other standardized material as prescribed.
  • To provide written recommendations to the administration concerning their findings, including suggestions for corrective actions, to promote school wide safety and security to insure a healthy learning environment.
  • To assist in the investigation of School accidents and to render findings and recommendations.
  • To develop and administer an ongoing program of safety, environmental health, and emergency procedures training.
  • To revise this manual as warranted. 1-1.2 Employee Responsibilities

Each supervisor is responsible for insuring that safe working conditions are provided for those employees and under their supervision and for investigating reports of unsafe working conditions. Each supervisor is also responsible for knowing the safety and health guidelines, investigating accidents, reporting accidents and properly advising the administration and the Health and Safety Committee of appropriate situations. Similar responsibilities are expected of faculty members and department chairs with respect to the students they instruct or supervise on site and field trip settings. Similarly, supervisors and faculty should assist in maintaining and improving safety, health and security.

Each employee is to place health and safety requirements as first importance in the performance of their work duties for Graduate School USA. The protection of students, fellow employees, and the public on the school's property is a shared responsibility of every employee.

All employees are responsible for notifying their immediate supervisor of a violation or deficiency in safe and healthful working conditions and for recommending corrective measures, if possible. Additionally, the employee's immediate supervisor is to be notified of every injury or accident regardless of how trivial such accidents may appear at that time.

Inspections and Compliance Requirements

1-2.1 Annual Inspections

An annual inspection of the institution's facilities and operations will be conducted under the direction of the Health and Safety Committee. Each inspection report will record pertinent safety violations, noncompliance items, and observed deficiencies. Employee(s) directly involved in the operation of the facilities are to participate in the inspection process.

Annual audits will include an assessment of the following inventory:

  • Environmental (lighting, dusts, noise)
  • HVAC equipment
  • UPS (switches, breakers, connections)
  • Personal service/first aid supplies (drinking fountains, first aid supplies)
  • Material handling equipment (Xerox)
  • Building Structural openings ( floors, doors, stairways)
  • Miscellaneous (any items not covered above)

1-2.2 Reporting Non-compliance

Observed violations of safety standards, deficiencies, and noncompliance items will be reported in the Facility and Operation Safety Information Form. Notification of the recorded violations and the arrangement for the accomplishment of appropriate corrective action will be given to the Health and Safety Committee and the person in charge of the facility or function being inspected. The responsible person is to respond to the Health and Safety Committee indicating corrective action accomplished with regard to each reported violation.

1-2.3 Imminent Danger Action

In the event that any manipulation, process, action, or condition is discovered which, in the opinion of supervisory staff, is considered to constitute an immediate threat to the life of any employee, student, or the public, the appropriate supervisory personnel may order the immediate cessation or modification of such manipulation, action, or condition.

1-2.4 Rights of Employees

Any employee who has a direct personal involvement in the facilities may report, to the Health and Safety Committee, any observed violations or deficiencies. The rights of employees will be exercised without retaliation on the part of any employee of the institution.

Reporting of Accidents

1-3.1 General

All serious accidents as defined below will be investigated by the Facilities and Human Capital departments.

  • Serious injury to an employee, faculty, student or visitor.
  • Serious injury caused anywhere within the institution's property
  • Serious Injury caused to any employee while conduction business for the institution at other locations

The institution's Incident Report will be used to record details of the accident and will be forwarded to the Health and Safety Committee as soon as the investigation is complete.

1-3.2 Release of Information

In the case of serious accidents, supervisors and employees may not release information to the news media. Information is to be provided to the media by the institution through a designated spokesperson. If contacted by the media please refer these individuals to the Vice President for Operations immediately.

Reporting of Crimes on Institution Property

1-4.1 General Information

All of the institution's facilities are located within commercially owned buildings that provide 24/7 private guard services. Employees, faculty and students shall report crimes immediately in the following order:

  • Local Police Department - 911
  • Building's Security Office - Appendix C
  • Institution Facility Department – (202) 314-3367

Note: The institution Incident Record will be used to record these events. Please note for the purposes of this policy, parking and traffic violations are infractions and are not included within the definition of a crime. No incident reports are required for these infractions unless the violation results in personal injury or property damage.

1-4.2 Altercations and Other Disturbances

Contact the Building Security Office immediately. If, in the opinion of the employee, faculty member, or student the incident warrants emergency service personnel, they may be called directly by the person reporting the incident. The employee should attempt to obtain the names of anyone who observed the incident or who might be able to provide any information useful in the investigation of the incident. After the incident has been investigated it will be recorded using the Institution's Incident Record.

Institution Facilities

1-5.1 Access to Institution Facilities

Institution security is a shared responsibility among all employees. Upon request employees are provided after hour access to the facilities by contacting the Facility Department.

Contractors may be provided temporary access to facilities to perform service or construction work during periods when the institution is closed. Special arrangements should be made with the Facility Department to assure that building security is provided during these periods. The Director of Facilities oversees the issuance of keys to employees for access to buildings and rooms the employee might need to enter to conduct their duties.

An employee may not lend any building key to another employee and is responsible for any misuse or breach of security that results from this transfer. Keys are not to be transferred from one employee to another nor any building key duplicated.

1-5.2 Escort Services

The Building Security Force is available to accompany individuals to their cars during evening hours or when staff feels that an escort is needed.

Medical Emergencies, First Aid, and Medical Treatment

1-6.1 Requests for Emergency Medical Assistance

After calling 911, the Building Security Office should be notified so that they may direct emergency vehicles to the scene.

1-6.2 Injury Reporting

The institution is required to maintain a listing of all workplace illnesses and injuries and to complete a summary report of the findings and make available upon request. An Incident Report is to be completed immediately following an injury, no matter how slight, with the Facility and Human Capital Management Offices.

1-6.3 Medical Return to Work Authorization

If an employee takes leave for their own serious health condition, the employee is required to provide medical certification that they are fit to resume work. For safety reasons, employees failing to provide the Return to Work Medical Certification Form from their physician will not be permitted to resume work until such certification is provided.

1-6.4 First Aid Kit Location

It is recommended that each department or office maintain a first aid kit for non-emergency medical care. The location of this kit should be communicated to all employees via the organization's Intranet and to students through program support located at the receptionist area on each classroom floor. The Facility Department oversees the distribution and restocking of the first aid kits to include influenza supplies.

Power Losses

1-7.1 General Information

The institution may experience power losses to one or more buildings due to storms, power company disruptions, or damage to the service lines entering the property. These interruptions can lead to conditions that may result in personal injury or damage to equipment or facilities. This section sets forth general procedures to be used in the event of loss of power.

Power losses greatly increase the likelihood of an accident due to the following:

  • The loss of lighting increases the possibility of injury to those moving throughout the building/institution.
  • The attendant electrical surge accompanying the restoration of power may damage electrical devices not switched off.
  • The operation of electrical devices during a phase loss may result in damage to these devices.
  • The electrical loss may disrupt telephone service and emergency devices such as fire alarms.

In the event of power loss, every effort should be made to immediately turn off all electrical equipment within an employee's work area before power is restored to protect the equipment within their area. When sufficient lighting exists during day hours to work safely and the building is comfortable without air conditioning, the building may remain open for operation. During evening operations, the building may be evacuated. Further directions concerning class schedules will be provided by the Customer Support Center and Evening Programs Office.

1-7.2 Reporting Power Losses

In general, the loss of power or the disruption in normal electrical service should be reported immediately to the Facility Department. After 5:00 p.m., reports should be made to the Building Security Office, who will contact the maintenance staff accordingly. Maintenance staff will investigate the scope and condition of power loss and proceed to correct the matter accordingly.

In instances when power loss is due to the disruption of utility service, the electric company will be called to restore services.

1-7.3 Emergency Lighting

During periods of power outages, emergency lighting will automatically come on in the hallways and stairways of all buildings that have these devices.

Weather Emergencies and Crisis Management

1-8.1 Weather Delays and Cancellations

The institution will delay or cancel classes when inclement weather poses concern for the welfare of students and staff. Information about delays or class cancellations will be communicated to employees via email, company website or telephone during day operations. When the institution is closed, information for students will be made available through local radio and television stations and the institution's website for updates on the schedule of operation.

1-8.2 Severe Weather

All reports concerning severe weather during day operations will be relayed to the Chief Executive Office or the VP of Operations Office in the CEO's absence. The acting administrator will notify institutional personnel and students of the impending danger by telephone, email alert or direct messengers sent announcing the severe weather condition.

1-8.3 Severe Weather Procedure

In the event of severe weather or tornado warnings, individuals should seek the safest areas possible away from exterior windows and doors and along the lowest interior portions of the building. Persons are to be instructed to crouch and face interior walls with their hands behind their heads and their head between their knees. They are to remain in this position until notified by institution personnel that the impending danger is no longer present.

1-8.4 Bomb Threat

In the event of a bomb threat:

  • Call 911 via land line. Do not use cell phones or radios.
  • Do not hang up on the caller. (Have another staff member call 911)
  • Record the call if such capability is available.
  • Make notes of the call using the checklist that follows.
  • Note the caller's voice (angry, calm, crying, laughing, accent, deep, slow, raspy, excited, ragged, slurred, etc)
  • Observe as much background noise as possible (street noises, music, factory, machinery, voices, office, house noises, animal noises etc.)

What do I ask when a bomb threat is made?

  • When is the bomb going to explode or chemical set to release?
  • Where is it right now?
  • What does it look like?
  • What kind of bomb or chemical agent is it?
  • What will cause it to explode or release?
  • Did you place the bomb or chemical agent yourself?
  • Why are you doing this?
  • What is your name?
  • What is your address?

Try to determine the following:

  • Sex of Caller­
  • Approximate Age
  • Race or nationality (if possible)
  • Length of call

The first responders and local police authority will make the decision to evacuate a building. If the alarm is given to evacuate able employees and students are encouraged to assist with the evacuation of disabled and impaired persons when possible.

The Floor Monitors should direct students to exit the buildings consistent with the institutions fire evacuation procedures.

Re-entry into the buildings will not take place until a search is completed and after consultation with the police and/or emergency responders.

1-8.5 Crisis Management and Evacuation

This section shall detail the plan of the Graduate School in the event of a crisis situation.

Crises are extraordinary events that cannot be predicted or controlled. Due to the nature of these events, how an institution responds to such events can influence the impact on students and staff. Also the complexities of present communities make advanced planning and policy development for catastrophic events a practical necessity.

For the purposes of this document, crises may be defined as including but not limited to:

  • Racially motivated incidents
  • Violent crime on campus or threats of violence, i.e. bomb threat
  • Incidents that lead to death, injury, disruption or physical loss
  • Physical damage to property
  • Disruption of vital service
  • Natural disasters, such as floods, fires started by lightning, and tornadoes

The Graduate School shall establish a Crisis Management Team that will include personnel whose skills enable them to help the institution in minimizing the impact of occurrences and dealing with the typical human reactions to traumatic incidents. The general purpose of the Team is to minimize disruption of scheduled activities of the institution, avoid damage to its facilities, prevent personal injury, insure the release of correct information, and reduce liability risks to the organization. The Team will include:

  • The CEO
  • The Vice President for Operations
  • The Chief Financial Officer
  • The Director of Facilities
  • The Director of Human Capital

Other administration personnel who should be available to assist the Team and be consulted as needed may include:

  • Director of Customer Support Center
  • Director of Information System Resources

Because of the need for quick response initially, members of the Team will be used to act appropriately when a crisis threatens. The VP of Operations shall determine by the nature of the crisis or the severity of the threat if the Team needs to meet to formulate a strategy to respond.

When dealing with a crisis of a violent nature, or those that involved emotionally disturbed behavior, the receiver of the call will immediately notify the local Police department. The building security office should then be notified followed by the Operations Office. If the crisis occurs when VP of Operations is out of town or unavailable, the VP of Operations' designee shall address the incident accordingly

All members of the Crisis Management Team will be kept informed as soon as possible. A special meeting of the team may be desirable and a report completed, which will included the institution's version of the events, details of actions being taken, and a look at what lies ahead.

In all cases, whether the emergency involves physical facilities or personal injury or death, the CEO shall designate a representative to the institution who shall be responsible for communicating with the media about the incident. The privacy of the persons involved in the crisis must be honored. The CEO or his designee will work with the Local Police to verify the facts, control media access and make news release or statements that will represent the official position of the institution. The CEO's representative may also be in charge of contacting disaster relief agencies.

When the incident involves a death at any facility of the institution, whatever the cause of death, the Local Police should be immediately notified. The Local Police will be responsible for notifying the proper authorities and next of.

The Crisis Management Team will meet following emergencies to evaluate crisis responses and suggest changes in policy.

New Employee Health and Safety Orientation

Within a short period after starting employment with the Graduate School, a new employee is scheduled for a new employee orientation meeting. During this meeting, the employee receives important information about the Graduate School's policies and procedures, including issues related to health and safety.

Smoking Policy

1-12.1 Policy

Smoking is prohibited in all institution facilities. Employees and students who violate this policy may be subject to disciplinary action.

Handling of Suspicious Mail and Packages

1-13.1 Policy

Employees are encouraged to use caution when handling incoming mail. Some characteristics of suspicious packages and mail include the following:

  • Excessive postage
  • Handwritten or poorly typed addresses
  • Incorrect titles
  • Title, but no name
  • Misspellings of common words
  • Oily stains, discoloration or odor
  • No return address
  • Excessive weight
  • Lopsided or uneven envelope
  • Protruding wires or aluminum foil
  • Excessive security material such as masking tape, string, etc.
  • Visual distractions
  • Ticking sound
  • Marked with restrictive endorsements, such as "Personal" or "Confidential"
  • Shows a city or state in the postmark that does not match the return address

Upon seeing a suspicious package or device:

  • Do not open, touch or otherwise handle the suspicious item or anything else on your own.
  • Immediately warn those in close proximity and vacate the area.
  • Call 911 via land line. Do not use cell phones or radios.
  • Return to your place of work once the area has been determined to be safe.

Standard Operating Procedures

2-1.1 Fire Prevention Procedures

Know the location of fire alarms, fire exits and stairwells. Fire extinguishers are to be used only by persons properly trained in their use.

Do not prop open fire doors or stairwell doors. Report fire and stairwell doors that do not close properly to your facilities staff. Report any exposed electrical wiring.

2-1.2 Exit ways

No obstructions may be placed in front of or upon any exit door. No aisle, exit access, or stairway may be obstructed with furniture or other obstructions so as to reduce the required width of the exit way during hours the facility is open to students or employees. Exit routes and fire evacuation procedures are posted in each classroom of the Graduate School for all students and instructors.

2-1.3 Doors, Hallways, Stairways, and Landings

Fire doors separating stairwells from hallway or smoke partition doors must be maintained in working order. They are never to be blocked, wedged, or tied open.

2-1.4 Railings, Steps, Walks

The area immediately outside of building exits will be maintained free of material at all times.

2-1.5 Fire Extinguisher

Fire extinguishers, in appropriate sizes and types, are provided throughout the institution. Extinguishers are inspected as required by trained property management personnel. The theft of or tampering with an extinguisher should be reported immediately to the Facility Department.

2-1.6 Fire Evacuations

Fire alarms or other evacuation notification procedures will be sounded to evacuate the building or buildings. Able employees and students are encouraged to assist with the evacuation of disabled and impaired persons when possible.

If the alarm sounds or if you are instructed to evacuate by other communications means, BEGIN TO EVACUATE IMMEDIATELY. If you are on a lower floor, it is critical that you evacuate immediately so that those on the upper floors are not caught in a backup in the stairwells as they descend to the lower floors. DO NOT ATTEMPT to go back up the stairs.

  • DO NOT use elevators unless instructed to do so by emergency personnel.
  • Follow all instructions given by first responders, supervisors and other emergency personnel.
  • Be aware of persons with disabilities in your area who may require your assistance. Be prepared to help them.
  • If it will not delay your exit, take your coat if the weather is inclement. If you are at your work area, take your wallet/purse and identification but leave briefcases, suitcases, etc. behind. If you are on a lower floor than your work area when the alarm to evacuate is given, do NOT go back up to get your personal things.
  • Walk quickly and calmly to the nearest marked exit. Follow the instructions of the Emergency Response Team (ERT) personnel regarding alternate exit routes should your normal pathway be blocked
  • Exit the building and move directly to your department's assembly point for accountability purposes. Your specific assembly point will be determined by your department and the type of incident.
  • Do not attempt to re-enter the building until told by the authorities that it is safe to do so.

The purpose of these procedures is to reduce the likelihood of injury or death in the event of a fire or any other major catastrophe that would necessitate the evacuation of any of the buildings on the college campus. Knowledge of the evacuation routes will reduce the possibility of panic or unsafe action in the event of an emergency.


Communicable Disease Policy

3-1.1 Objectives of the Policy

The objectives of the communicable disease policy are to:
Minimize the risk of students or employees acquiring or transmitting communicable diseases through an organized education program, which shall emphasize primary prevention.

3-1.2 General Policy Statement

The Graduate School recognizes that students or employees with communicable diseases may wish to engage in as many of their normal pursuits as their condition and ability to perform their duties allows, including attending classes or working. As long as these students or employees are able to meet acceptable performance standards, and medical evidence indicates that their conditions are not a threat to themselves or others, the institution should be sensitive to their condition and ensure that they are treated consistently and equally with other students and employees. At the same time, Graduate School has an obligation to provide a safe environment for all students and employees.

Every precaution should be taken to ensure that the student's or employee's condition does not present a health and/or safety threat to others. The fact that a student or employee has a communicable disease does not relieve that individual of the requirement to comply with performance standards as long as he or she is enrolled in classes or remains employed with the institution. All reasonable efforts will be made to protect the student's or employee's right to confidentiality.

3-1.3 General Guidelines

The following general guidelines are adopted:

  • The Graduate School will make information on the prevention of communicable diseases available to students and employees.
  • A student's or employee's health condition is personal and confidential, and reasonable precautions should be taken to protect information regarding an individual's health condition. The Operations Office should be contacted if it is believed that a student needs information about communicable diseases, or if further guidance is needed in managing a situation that involves a communicable disease. The appropriate administrative official should be contacted regarding any situation involving a communicable disease.
  • The appropriate program manager and the Operations Office should be contacted if there is concern about the possible contagious nature of any student's or employee's illness.
  • The Graduate School reserves the right, with the consent of the student or employee, to request a medical examination it has been determined that a student or employee's condition prevents a threat to others.
  • A student or employee with a communicable disease may attend classes or perform duties at the Graduate School if his or her presence does not pose a threat or danger to that individual or to others in the institution, or to the academic process.
  • Temporary removal of a student or employee with a communicable disease may be made by the administration of the institution.
  • The administration of the Graduate School will determine whether a student or employee with a communicable disease may continue to attend classes or perform his or her duties at the institution on a case-by-case basis.
  • Students or employees with a communicable disease should be encouraged to seek assistance medical treatment.



In order to maintain a safe and healthy workplace, the following checklists are provided to serve as guides for conducting periodic workplace safety inspections by the Facility Department and other responsible personnel. Non-compliance of these basic requirements should be corrected at the time of inspection if possible, or should be reported to the Operations Office for corrective measures.



General Office Safety


  • Are aisles, doorways and corners free of obstructions to permit visibility and movement?
  • Are chairs in safe condition and are casters, rungs and legs sturdy?
  • Are there any sharp edges, burrs or splinters on furniture?
  • Is all equipment stored in its proper place(s)?
  • Do extra books and file boxes clutter office and areas? If yes, designate area
  • Are there loose materials and /or coverings on walls in offices? If yes, designate location
  • Are persons in this area designated for the administration of first aid? List employee(s) name(s): Ext:
  • Are carts, dollies, etc. available for use in transporting heavy objects and boxes?
  • Are entrances and /or exits to stairwells and offices blocked or obstructed?
  • Is the loading dock free of debris and clutter?



  • Are floor surfaces secure and free of hazards or posted Wet" floor if hazardous?
  • Are carpeted areas clean, carpets secured to floor and free of worn or frayed seams?
  • Are all emergency exits properly lighted and free of debris?
  • Are all emergency exits clearly marked and visible?
  • Is there adequate walking space approaching exits? (4 feet of each side of exit)
  • Are stairways in good condition with handrails available and covered with skid resistant materials?
  • Is the area equipped with a step stool or ladder so high objects can be reached safely?
  • Are restrooms marked and free of wet floors, boxes, etc.?



  • Are all electrical appliances and equipment properly grounded or double insulated?
  • Are plugs and outlets overloaded and/or adapters being used?
  • Is all electrical equipment in proper working order?
  • Are there frayed and/or worn cords?
  • Are all phone cords and electric cords secured under desks or along baseboards?
  • Are temporary use cords taped to the floor for their entire length?
  • Do runners cover permanent use cords when crossing walkways?



  • Are file cabinets and flammable storage closets and/or cabinets arranged so drawers and doors do not open into walkways?
  • Where work is done with materials such as cleaning fluids, glues, correcting fluids, etc., are storage places adequate?
  • Is there storage above 6 feet? If yes, designate location
  • Are the office areas equipped with storage cabinets?
  • Are all shower rooms/lockers in proper order - free of clutter, and sanitary?
  • Is the mailroom clearly marked and free of clutter?



  • Are No Smoking areas designated and clearly marked?
  • Are the locations of fire extinguishers and hoses posted?
  • Have fire extinguishers and hoses been inspected?
  • Date of last inspection
  • Are emergency and fire evacuation plans for the building posted?
  • Are fire extinguishers located near copying machines?



Exit and Access


  • Are all exits visible and unobstructed?
  • Are all exits marked with a readily visible sign that is properly illuminated?
  • Are there sufficient exits to ensure prompt escape in case of emergency?
  • Are there special precautions established to protect employees during construction and repair operations?

Fire Protection


  • Are portable fire extinguishers provided in adequate number and type?
  • Are fire extinguishers inspected monthly for general condition and operability and noted on the inspection tag?
  • Are fire extinguishers recharged regularly and properly noted on the inspection tag?
  • Are fire extinguishers mounted in readily accessible locations?
  • Are interior standpipes and valves inspected regularly?
  • Are fire alarm systems tested at least annually?
  • Are fire doors and shutters in good operating condition?
  • Is the local fire department well acquainted with the agency, location and specific hazards?

Automatic Sprinklers


  • Are water control valves, air and water pressures checked weekly?
  • Are control valves locked up?
  • Is maintenance of the system assigned to responsible persons or a sprinkler contractor?
  • Are sprinkler heads protected by metal guards where exposed to mechanical damage?
  • Is proper minimum clearance maintained around sprinkler heads?

Housekeeping and General Work Environment


  • Is smoking permitted in designated "safe areas" only?
  • Are stand mats, platforms or similar protection provided to protect employees from wet floors in wet processes?
  • Are waste receptacles provided, and are they emptied regularly?
  • Do the toilet facilities meet the requirements of applicable sanitary codes?
  • Are washing facilities provided?
  • Are all areas of the facility adequately illuminated?
  • Are floor load capacities posted in second floors, lofts, storage areas, etc?
  • Are stairways in good condition with standard railings provided for every flight having four or more risers?

Electrical Wiring, Fixtures and Controls


  • Do you specify compliance with the NEC for all contract electrical work?
  • Is all conduit, BX cable, etc., properly attached to all supports and tightly connected to junction and outlet boxes?
  • Is there evidence of fraying on any electrical cords?
  • Are rubber cords kept free of grease, oil and chemicals?
  • Are metallic cable and conduct systems properly grounded?
  • Are portable electrical tools and appliances grounded or double insulated?
  • Are all ground connections clean and tight?
  • Are fuses and circuit breakers the right type and size for the load on each circuit?
  • Do switches show evidence of overheating?
  • Are all electrical switches labeled to show their purpose?
  • Is your electrical system checked periodically by someone competent in the NEC?

Employee Protection


  • Do you have one or more employees trained in first aid?
  • Are your first aid supplies adequate for the type of potential injuries in your workplace?
  • Is there a safety and health committee or group that allows participation of employees in the safety and health activities?
  • Is safety and health training for all employees requiring such training been provided and documented?
  • Do employees have a copy of the agency's safety and health rules and practices?


Incident Report: This form shall be used to report all incidents that result in illness, injury, serious altercations or other criminal acts while conducting Graduate School business.

Date of Report __

Time Report Taken ___

Report filled out by __name Unit __

Specific Location of Incident __

City _ State ___ Zip ___

Date of Incident ___ Time of Incident _

Incident Details (attach additional pages if needed): __

Action Taken __

Signature of person making report __

Please provide a copy of this report in a sealed envelope to the following GS offices: Human Resources, Attention: Director, Human Capital Management Operations Office, Attention: Vice President, Operations

GS Report of Incident Form v1.2


All Graduate School USA Locations

  • Local Police Department: 911
  • Local Fire Department: 911
  • Medical Emergencies: 911

Headquarters - Washington, DC
Facilities Department - Director of Facilities
(202) 314-3367

Academic Programs Division - Provost
(202) 314-3647

Training and Program Management - Director of Training and Management
(202) 314-3579

Office of Human Capital - Director of Human Capital
(202) 314-3693

Building Management
(303) 988-8877

Security Office
(303) 988-8877

Building Management
(808) 533-7468

Security Office

(808) 522-6652