Workplace Safety and OSHA Quick Reference
Workplace safety is a core topic within the Workplace domain on the SHRM exams. HR professionals must understand OSHA requirements, employer obligations, employee rights, and best practices for creating and maintaining a safe work environment.
OSHA Overview
| Element | Details |
|---|
| Full Name | Occupational Safety and Health Act of 1970 |
| Administering Agency | Occupational Safety and Health Administration (under Department of Labor) |
| Coverage | Most private sector employers and their workers; some public sector (via state plans) |
| General Duty Clause (Section 5(a)(1)) | Employers must provide a workplace free from recognized hazards likely to cause death or serious physical harm |
| State Plans | States can administer their own OSHA programs if standards are at least as effective as federal OSHA |
Employer Responsibilities Under OSHA
- Provide a workplace free from recognized hazards
- Comply with all applicable OSHA standards and regulations
- Provide required personal protective equipment (PPE) at no cost to employees
- Post the OSHA "Job Safety and Health: It's the Law" poster in a conspicuous location
- Maintain accurate records of work-related injuries and illnesses (OSHA 300 Log)
- Report fatalities within 8 hours; hospitalizations, amputations, or eye losses within 24 hours
- Provide access to medical and exposure records to employees
- Not retaliate against employees who exercise their OSHA rights
OSHA Recordkeeping Requirements
| Form | Purpose | Key Details |
|---|
| OSHA 300 (Log) | Record of work-related injuries and illnesses | Maintained throughout the year; kept for 5 years |
| OSHA 300A (Summary) | Annual summary of injuries and illnesses | Posted February 1 through April 30 each year |
| OSHA 301 (Incident Report) | Detailed report for each recordable incident | Completed within 7 calendar days of learning of the injury |
Recordable incidents include: Deaths, days away from work, restricted work or transfer, medical treatment beyond first aid, loss of consciousness, and significant injuries/illnesses diagnosed by a physician.
OSHA Inspection Process
| Step | Action | Details |
|---|
| 1. Credentials | Inspector presents official OSHA credentials | Employer may request to verify credentials |
| 2. Opening Conference | Inspector explains the purpose, scope, and process | Employer may have counsel present |
| 3. Walkaround | Inspector tours the workplace, observes conditions, interviews employees | Employer and employee representatives may accompany |
| 4. Closing Conference | Inspector discusses findings and possible violations | Employer can provide additional information |
| 5. Citations and Penalties | OSHA issues citations within 6 months if violations found | Employer has 15 working days to contest |
OSHA Violation Types and Penalties
| Violation Type | Description | Maximum Penalty (2024) |
|---|
| Other-Than-Serious | Violation with direct relationship to safety but unlikely to cause death or serious harm | Up to $16,131 per violation |
| Serious | Substantial probability of death or serious harm; employer knew or should have known | Up to $16,131 per violation |
| Willful | Employer intentionally and knowingly commits a violation | $11,524 to $161,323 per violation |
| Repeat | Same or similar violation found within 5 years | Up to $161,323 per violation |
| Failure to Abate | Not correcting a prior violation by the deadline | Up to $16,131 per day beyond the abatement date |
Hazard Communication Standard (HazCom / GHS)
| Requirement | Description |
|---|
| Written Program | Employer must have a written hazard communication program |
| Safety Data Sheets (SDS) | 16-section document for each hazardous chemical; must be accessible to employees |
| Labels | Containers must have GHS-compliant labels: product name, signal word, hazard statements, pictograms, precautionary statements |
| Training | Employees must be trained on hazards, SDS use, label reading, and protective measures at time of assignment and when new hazards are introduced |
Workplace Safety Program Components
- Management Commitment: Leadership demonstrates safety as a core value through policy, resources, and accountability
- Hazard Identification and Assessment: Regular workplace inspections, job hazard analyses, and incident investigations
- Hazard Prevention and Control: Engineering controls, administrative controls, work practice controls, and PPE (in that hierarchy)
- Training and Education: Safety orientation for new hires, ongoing training for all employees, specialized training for high-risk tasks
- Employee Involvement: Safety committees, suggestion systems, near-miss reporting programs
- Program Evaluation: Regular review of injury data, program effectiveness, and continuous improvement
Test your safety knowledge with Workplace flashcards and Workplace mini exams. Sign up free to track your progress.