Avetta® Certified Contractors and Suppliers are held to the highest standards by their clients. The Avetta® system offers full compliance and safety transparency for hiring clients. Obtaining and keeping a passing Avetta® grade can be time-consuming and often challenging. Aside from the frequent hiring client requests, insurance updates, time reporting, and document management, two large tasks tend to demand management time and patience. You may have guessed that the two tasks are Manual Audits and Annual Updates.
In this article, we will discuss the importance of these two tasks and their frequency and perhaps offer an ideal solution for your company.
Avetta® Annual Update
December is most often associated with holidays, family, food, and, for many, snow. With Christmas lights and jingling bells on every turn, there’s likely a business manager nearby with lingering thoughts of year-end practices. Let’s face it, business management is an all-day job!
OSHA 300 & OSHA 300A
Completing the current year’s OSHA logs is among the extensive to-do lists for companies with 11 or more employees. At the conclusion of each calendar year, employers in the United States are obligated to fulfill specific record-keeping requirements mandated by the Occupational Safety and Health Administration (OSHA). Primarily, employers are required to complete and maintain three essential OSHA forms related to workplace injuries and illnesses. OSHA Form 300, the Log of Work-Related Injuries and Illnesses, is used throughout the year to record detailed information about each work-related incident. OSHA Form 301, the Injury and Illness Incident Report, offers a more comprehensive account of individual cases recorded on Form 300. At the close of the year, employers review and certify the accuracy of these records, with a company executive providing certification. Subsequently, using the data from Form 300, employers complete OSHA Form 300A, a Summary of Work-Related Injuries and Illnesses. This summary, detailing the total number of cases and critical metrics, must be posted in a visible location within the workplace from February 1 to April 30 of the following year.
Record Retention
Additionally, OSHA mandates the retention of these records, requiring employers to keep Form 300 logs for at least five years and Form 300A summaries for at least five years after the covered calendar year. Employers should remain informed about OSHA record-keeping regulations and consult OSHA directly for any updates or industry-specific requirements to ensure ongoing compliance. OSHA logs are required as part of the Avetta® Annual update.
Current EMR
Also requested as part of the annual update is a current EMR. “EMR” denotes the Experience Modification Rate, which influences insurance premiums by evaluating a company’s past workers’ compensation claims against industry averages. 1.0 is the industry standard. Anything over 1.0 represents a high number of claims as relating to a company’s premium size. An EMR of less than 1.0 is considered favorable. There are many factors considered when calculating your current EMR. Reach out to your workers compensation provider for information on how your particular score is determined.
OSHA and MSHA
Overall, the Annual Update provides transparency relating to company size, recordable injuries, and OSHA citations. OSHA and MSHA citation information, documentation, and remedies must be submitted. For this reason, the best practice is to save all information relative to citations and fines, such as payment receipts, notes, documented training, and original citation notifications.
Here’s a quick tip: Avetta® retrieves citation information directly from the OSHA and MSHA databases. Occasionally, information is pulled incorrectly due to company name similarity. It’s also possible that citations are accurate and undisclosed. If Avetta® inquires about a citation during your Annual Audit your first step should be contacting OSHA and MSHA directly. If the citation doesn’t belong to your company, you may contact Avetta®.
Avetta® Manual Audit
To ensure the quality of company safety policies, Avetta® performs a Manual Audit. The Manual Audit is a request for the supplier or contractor to submit their HSE Safety Manual for review.
How often are Manual Audits required?
Manual Audits are required on all new accounts and every other year moving forward to be Avetta® Certified. Hiring clients do have the ability to request a Manual Audit at any time.
What is a Safety Manual?
A safety manual, also known as a safety handbook or guide, is a comprehensive document detailing the policies, procedures, and guidelines essential for maintaining a secure and healthy work environment within a specific organization or workplace. Clearly articulating safety objectives and policies provides employees with a roadmap to navigate potential risks and adhere to safety regulations. The safety manual outlines distinct roles and responsibilities, delineating the expectations for management, supervisors, and employees in fostering a safety culture.
Policies and Procedures
The manual also encompasses crucial information on emergency procedures, including evacuation protocols and contact details for emergency services, ensuring that individuals are well-prepared to respond effectively to unforeseen situations. Additionally, it addresses hazard communication, emphasizing the identification and effective communication of workplace hazards through safety signs and labels. The manual further covers the proper usage of personal protective equipment (PPE) and underscores the significance of ongoing training programs to keep employees informed and updated on safety practices. It provides a structured framework for reporting accidents or incidents, including near-misses, and details the documentation required for a comprehensive safety record. The safety manual extends its reach to encompass guidelines for the safe use, maintenance, and inspection of workplace equipment and machinery, as well as recommendations for maintaining ergonomic workstations to prevent musculoskeletal disorders.
Compliance
Lastly, the safety manual underscores the importance of compliance with local, state, and federal safety regulations, ensuring that the organization operates in alignment with the requisite standards. Ultimately, a well-crafted safety manual is an indispensable tool in cultivating a culture that prioritizes the well-being of all individuals within the workplace. It is a dynamic reference guide, subject to periodic updates to reflect regulations, technology, or organizational practice changes.
Avetta® Manual Audit Program Requirements
Typically, the programs or requirements assessed in an Avetta® manual audit would depend on the industry, location, and business relationship between the hiring organization and its suppliers. High-risk industries typically require more safety programs in their safety manual than low-risk industries.
There’s truly no way to know exactly which programs will be required during your Manual Audit. (This is one of the many areas Cascade QMS offers a helping hand.) Your Cascade QMS consultant has access to over 500 safety programs, which can be quickly customized and added to your safety manual. All Cascade QMS programs are written to be approved by prequalification systems such as Avetta®, First Verify®, ISNetworld®, Veriforce®, and Complyworks®.
Multiple Safety Program Submissions
It’s infrequent to pass a Manual Audit on the first submission. Avetta® does a fantastic job of ensuring program quality. Each reviewer is responsible for identifying safety program contents that are accurate, clearly outlined, and contain required information. For this reason, you may need to submit additional programs and add addendums to your existing manual.
Out-of-Scope Requirements
Your Auditor (Reviewer) will likely ask that your organization submit programs that are irrelevant to your scope of work. If you feel this to be true, we highly suggest discussing with your auditor to inquire about the cause of the request. More often than not, the programs are accurately requested. The Avetta® Manual Audit can be an excellent opportunity for your company to enrich its safety practices and adopt new employee training.
You may submit a formal exemption request if you decide the program requirement is unnecessary. Your auditor will advise how to proceed with this step. A Cascade QMS consultant can quickly draft this up for you.
Impact on Grades
Manual Audits and Annual Audits can undoubtedly impact your grades. While there is typically a grace period of about 30 days, each hiring client reserves the right to their scoring components. Some companies dock grades immediately. To determine if an open audit impacts your grade, navigate to the “flags” within your hiring client details. In this area, you will see a breakdown of all hiring client requirements.
Quality with Cascade
Not only does Cascade QMS offer quality programs and consulting, but you’ll also receive a helping hand. Our dedicated consultants are experienced navigators of Avetta®. Throughout the years, we’ve tackled countless audits and enriched safety cultures. Our Avetta® Management Plan is everything you need to save time, ensure your safety manual, and meet client requirements. All open tasks are tackled on day one!
Contact a dedicated consultant to see you through the certification process. Click here to contact!
