OSHA inspections are generally unannounced. The goal is to be prepared when they do arrive. This means having your written documentation in order and having your jobsite ready for whatever they are there to look at. There are various reasons why OSHA would show up at your jobsite.
Always welcome the OSHA officer and review their credentials. Ask for time to gather the appropriate personnel, which should include anyone responsible for Safety. If you are a member of Pro Group Management, call PGM Safety Services and your assigned Safety Specialist can provide assistance through the investigation process. OSHA will usually grant up to one hour for your team to assemble.
During this time gather any documents requested. This could include your OSHA #300 log, your written workplace safety program, your worker compensation insurance certificate and employee training documentation. Notify all employees that OSHA is onsite and to conduct themselves accordingly. You should never clear a jobsite of your employees as OSHA’s visit may be prolonged due to having to return another day to interview employees if they choose.
Once all have assembled, the OSHA officer will conduct an opening conference, providing documents to the employer for the purpose of the visit. After the conference, the inspector will want to see the areas of the jobsite in question. Direct the inspector to the area in question via the most direct route. When questioned by the OSHA officer, you should answer to the best of your knowledge and try not to justify hazards found.
At the end of the inspection the officer may ask for additional paperwork. Ask the OSHA Officer for time to gather the documents if needed, they may allow you up to 24 hours and will give you specific due dates to provide anything they need from you. Go over all paperwork to make sure that it is in order and nothing is missing. You will be provided the Officer’s contact information and email address to send the documents.
Finally, OSHA will contact you to hold a closing conference. Set up a date and time that is convenient for all parties. Have your safety representatives in attendance to include your PGM Safety Specialist if you are a PGM Member. At this meeting, the compliance officer will provide any findings and list the proposed citations if any. From there OSHA will mail out a packet that will include information from the investigation to include any proposed citations.
If you do receive any proposed citations, you should contact OSHA immediately to set up the informal conference. Let your Safety representatives know the schedule. At this conference they will discuss the employer’s effort to abate any listed hazards and what they are willing to negotiate in favor of the employer. This could include fine reduction, dismissal of the case and other possible outcomes. At this point the employer may also contest the proposed citations and penalties. PGM Safety Services can help you through the opening and closing conferences and assist through the informal conference. For the best outcome when OSHA does visit your jobsite, employers should be ahead of the game. PGM Safety Services can help.
For more information on how to be prepared for OSHA, or if you have other safety questions or concerns, please contact PGM Safety Services, an affiliate company of Pro Group Management. We will be happy to assist when you visit us at www.pgmnv.com or call (800) 859-3177.
