Workplace Safety Manager

Workplace Safety - Manager Reference

Written Injury and Illness Prevention Program (IIPP)

California Labor Code Section 6401.7 requires every California employer to establish, implement, and maintain a written Injury and Illness Prevention Program. This is required by law for every employer in the state.

Person Responsible for Safety

  • The designated Safety Officer is responsible for implementing and maintaining the IIPP.
  • Responsibilities include: conducting hazard inspections, ensuring corrective actions are completed, maintaining safety records, coordinating employee training, and investigating workplace injuries.
  • In the absence of the Safety Officer, the salon manager on duty assumes these responsibilities.

System for Identifying Hazards

  • The Safety Officer will conduct a documented workplace safety inspection at least quarterly.
  • Inspections will cover: chemical storage areas, dispensary organization, ventilation functionality, tool sanitation stations, flooring condition (slip/trip hazards), electrical cords, lighting, ergonomic workstation setup, and PPE availability.

Methods for Correcting Hazards

  • Imminent hazards will be addressed immediately and the affected area taken out of service until corrected.
  • Non-imminent hazards will be logged, assigned to the responsible person, and corrected within a reasonable timeframe not to exceed 30 days.
  • All corrective actions will be documented in the IIPP inspection log.

Training Requirements

  • Safety training is provided to all employees at the time of hire, before they begin work.
  • Annual refresher training covers hazard recognition, chemical safety, PPE use, bloodborne pathogen exposure procedures, and emergency response.
  • Training records - including date, topics covered, trainer name, and employee signatures - will be retained for a minimum of three years.
  • Additional training will be provided whenever a new chemical product, piece of equipment, or procedure is introduced.

Communication System for Safety

  • Safety information is communicated through: staff meetings (held at minimum quarterly), the salon safety bulletin board, this employee handbook, and direct communication from the Safety Officer.
  • The safety bulletin board must display: the Cal/OSHA poster, workers' compensation insurance notice, emergency contacts, and current safety notices.

IIPP Recordkeeping

The following safety records must be maintained on-site and available for Cal/OSHA inspection:

  • Written IIPP document
  • Inspection logs and hazard correction records
  • Employee safety training records (dates, topics, signatures)
  • Safety Data Sheets (SDS) for all chemical products used in the salon
  • Accident investigation reports
  • OSHA 300 Log

Records will be retained for a minimum of five years, except training records (three years minimum).

Accident Investigation Procedures

  • Any workplace injury, illness, or near-miss incident must be reported to the Safety Officer or salon manager immediately.
  • The Safety Officer will conduct a documented investigation within 24 hours of receiving notice.
  • The investigation will identify: what happened, root cause(s), contributing factors, and corrective actions to prevent recurrence.
  • Investigation reports will be retained in the IIPP records file.

Cal/OSHA Serious Injury Reporting

For serious injuries (hospitalization, amputation, loss of an eye, or death), Cal/OSHA must be notified by telephone within 8 hours. For serious injuries not involving hospitalization, notify within 24 hours. The Cal/OSHA emergency line is 1-800-963-9424.

Evacuation Management Responsibilities

  • The Safety Officer or the most senior employee on duty is responsible for performing a headcount at the assembly point.
  • A headcount must be taken against the daily staff schedule to confirm all employees have exited.
  • One designated employee will check the restrooms and dispensary before exiting, only if it is safe to do so.

Posting Requirements

  • The evacuation plan and exit map must be posted in: front desk area, employee break room, and dispensary.

Training and Drills

  • All new employees must review the evacuation plan and exit routes during orientation before their first day on the floor.
  • Annual evacuation training is required for all employees.
  • An evacuation drill is recommended annually. Document the date, number of participants, and any issues identified.

Injury and Illness Recordkeeping

OSHA 300 Log Requirement

Federal OSHA requires employers with 20 or more employees in certain industries to maintain injury and illness records.

The following OSHA forms must be completed and retained:

  • OSHA 300 - Log of Work-Related Injuries and Illnesses: record each recordable work-related injury and illness.
  • OSHA 300A - Summary: must be completed, certified by a company executive, and posted from February 1 through April 30 each year.
  • OSHA 301 - Incident Report: completed for each recordable incident.

What Is Recordable

A work-related injury or illness is recordable if it results in: days away from work, restricted work or job transfer, medical treatment beyond first aid, loss of consciousness, or diagnosis of a significant injury or illness.

All recordable incidents must be entered on the OSHA 300 Log within 7 calendar days of receiving information.

Retention

OSHA 300, 300A, and 301 forms must be retained for five years following the end of the calendar year they cover. Records must be made available to Cal/OSHA, current and former employees, and employee representatives upon request.

Workers' Compensation - Employer Procedures

Upon notification of a workplace injury:

  1. Provide or arrange for necessary first aid or emergency medical treatment.
  2. Provide the employee with a Workers' Compensation Claim Form (DWC-1) within one working day.
  3. Complete the employer's portion of the form and submit it to the insurance carrier.

Posted Notice

The workers' compensation notice (insurer name, claims administrator, and Medical Provider Network if applicable) must be posted at the workplace in a location accessible to all employees, in English and any other language spoken by a significant portion of the workforce.

Ergonomic Assessment

The salon will evaluate workstation ergonomics as part of the quarterly safety inspection.

Foot Basin Sanitation

Foot basin sanitation for pedicure services must follow BBC-specific protocols, including cleaning and disinfecting between each client and a weekly deep-cleaning cycle.

Last reviewed: March 2026