General Office Safety
A large percentage of workplace accidents and injuries occur in office buildings. Like the shop or laboratory, the office requires a few preventive measures to ensure a safe and healthful environment. Common causes of office accidents include the following.

* Slipping, tripping, and falling hazards.
* Burning, cutting, and pinching hazards
* Improper lifting and handling techniques
* Unobservant and inattentive employees
* Improper office layout and arrangement
* Dangerous electrical wiring
* Exposure to toxic substances
* Horseplay
* Using chairs or other office furniture to serve as a ladder

The following sections address several office safety practices. Other preventive measures not mentioned may be necessary also.

REMINDER: The office building is not a sterile working environment; common workplace hazards can be extra dangerous when you ignore them.
Refer to other sections in this website, such as Electrical Safety, General Safety, Fire Safety, and others for more information on workplace safety. Always use common sense when safety is a concern.

Good Housekeeping Practices
Good housekeeping skills are essential for personal safety. TAMU-CC employees are responsible for reducing potential hazards and keeping their work areas safe and clutter free. Good housekeeping guidelines include keeping aisles and stairways free from clutter, cleaning spills, minimizing combustibles in workplace and storage areas, and keeping all exits free from obstructions. By keeping the office floor neat and clean, you can eliminate most slip, trip and fall hazards. Many office accidents are caused by poor housekeeping practices. Other good housekeeping practices include the following:

* Ensure that office lighting is adequate and available. Replace burned out light bulbs, and have additional lighting installed, as necessary.
* Ensure that electrical cords and phone cords do not cross walkways or otherwise pose a tripping hazard. If you cannot move a cord, have new outlet installed or secure the cord to the floor with cord covering strips.
Do not tape cords down or run them underneath carpet.
* Report or repair tripping hazards such as defective tiles, boards, or carpet immediately.
* Clean spills and pick up fallen debris immediately. Even a loose pencil or
paper clip could cause a serious falling injury.
* Keep office equipment, facilities, and machines in good condition.
* Fire and Life Safety Codes prohibit stacking boxes closer than 18” to the ceiling. Store clearly marked boxes in an approved storage space.
* Fire and Life Safety Codes prohibits the use of hallways for storage: boxes, file cabinets, tables and chairs, etc. are not to be stored in the hallways.
* Machine rooms housing utility equipment are not storage areas. Fire and Life Safety Codes state that these rooms must be clear of any obstructions that would slow or prevent access by emergency personnel or Physical Plant employees.
* Maintain clear and unobstructed access to emergency equipment, such as fire extinguishers, pull stations, eyewash units, showers, etc.

Cuts and Punctures
Cuts and punctures happen when people use everyday office supplies without exercising care. Follow these guidelines to help reduce the chance for cuts and punctures:

* Do not carry pencils behind the ear or between the fingers with the point toward the palm of the hand.
* When sealing envelopes, use a liquid dispenser, not your tongue.
* Use caution when folding or handling paper – it can cut.
* Ensure staples are fully closed when fastening papers together.
* Use a staple remover to remove staples. When using or refilling staplers, keep fingers away from the operating parts.
* Be careful when using kitchen knives, scissors, staples, letter openers, and box openers. Any of these items could cause a painful injury.
* Avoid picking up broken glass with your bare hands. Wear gloves and use a broom and a dust pan.
* Place used blades or broken glass in a rigid container, such as a box, before disposing in a wastebasket.
* Remove all sharp edges, splinters, slivers, and burrs on furniture or equipment. Protruding nails should be removed or turned down.
* Turn on lights before entering a dark room or corridor. Report locations that are inadequately lighted.

Elevator Safety
The elevators on the TAMU-CC Campus are equipped with emergency phones. For assistance push the red button. The University Police Department will dispatch a unit to assist.
University Police Department checks the emergency phone system weekly.

* Watch your step when entering or leaving the elevator car—it may not be completely level with the floor when the doors open.
* Do not attempt to stop elevator doors with your hand. Wait for the next elevator.
* Walk—do not run—for an elevator.
* Do not use elevator during a fire alarm.

Equipment Safety
As mentioned earlier, common office machines, such as the following, require special safety consideration: copiers, microwaves, adding machines, typewriters, and computers. Be sure you know how to operate these machines before using them, and never use one of these machines if you think it is defective.
Other office equipment requiring safety consideration includes furniture such as file cabinets and shelves, desks, and chairs.
Only use machines that you know how to operate. Never attempt to operate an unfamiliar machine without reading the machine instructions or receiving directions from a qualified employee.
Follow these guidelines to ensure machine safety.
* Secure machines that tend to move during operation.
* Do not place machines near the edge of a table or desk.
* Ensure that machines with moving parts are guarded to prevent accidents.
Do not remove these guards.
* Unplug defective machines and have them repaired immediately.
* Do not use any machine that smokes, sparks, shocks, or appears defective in any
way.
* Close hand-operated paper cutters after each use and activate the guard.
* Take care when working with copy machines. If you have to open the
machine for maintenance, repair, or troubleshooting, remember that some parts may be hot. Always follow the manufacturer’s instructions for troubleshooting.
* Unplug paper shredders before conducting maintenance, repair or troubleshooting.

Some items can be very dangerous when worn around machinery with moving parts. Avoid wearing the following items around machines with unguarded moving parts:

* Loose belts
* Jewelry
* Long, loose hair

* Long, loose sleeves or pants
* Scarves
* Ties

Furniture Safety

Chairs
Safety guidelines for office chairs include the following:

* Do not lean back in office chairs, particularly swivel chairs with rollers.
* Do not climb on any office chair. Use an approved ladder.
* Office desk chairs should have adjustable back supports and seat height.
Make sure that your chair’s back support position and seat height are
comfortable.
* Take care when sitting in a chair with rollers. Make sure it does not roll
out from under you when you sit down.
* Repair or report any chair damage that could be hazardous.
* Do not roll chairs over electrical cords.

Desks
Follow these safety guidelines for office desks:

* Keep desks in good condition (i.e., free from sharp edges, nails, etc.).
* Ensure that desks do not block exits or passageways.
* Ensure that glass-top desks do not have sharp edges.
* Ensure that desks with spring-loaded tables function properly.
The table should not spring forth with enough force to cause an injury.
* Do not climb on desks. Use an approved ladder.
* Keep desk drawers closed when not in use.
* Repair or report any desk damage that could be hazardous.

File Cabinets
Because file cabinets and shelves tend to support heavy loads, treat them with special care.
Follow these safety guidelines for file cabinets:
* Secure file cabinets that are not weighted at the bottom. Either bolt them to the floor or to the wall.
* Ensure that file cabinet drawers cannot easily be pulled clear of the cabinet.
* Do not block ventilation grates with file cabinets.
* Open only one drawer at a time to keep the cabinet from toppling.
* Close drawers completely when they are not in use.
* Do not place heavy objects on top of cabinets. Be aware that anything on top of a cabinet may fall off if a drawer is opened suddenly.
* Close drawers slowly using the handle to avoid pinched fingers.
* Keep the bottom drawer full. This will help stabilize the entire cabinet.

Ladders
Always use an approved ladder or stool to reach any item above your extended arm height. Never use a makeshift device, such as a desktop, file cabinet, bookshelf, or box, as a substitute for a ladder.
Follow these guidelines when using ladders:
* Do not load a ladder above its intended weight capacity.
* Place ladders on slip-free surfaces even if they have slip-resistant feet.
Secure the ladder if a slip-free surface is not available.
* Avoid placing ladders in walkways. Secure a ladder if its location could cause an accident.
* Keep areas around ladders clean and free of debris.
* Do not use a ladder in front of a door unless the door is locked and barricaded.

Refer to Shop Safety Chapter in this manual for more information on ladder safety.

Shelves
Follow these safety guidelines for office shelves:
* Secure shelves by bolting them to the floor or wall.
* Place heavy objects on the bottom shelves. This will keep the entire structure more stable.
* Ensure that there is at least 18 inches between the top shelf items and the ceiling. This space will allow ceiling sprinklers (if present) to function properly if a fire occurs.
* Do not block ventilation grates with shelves.
* Never climb on shelves (even lower shelves). Use an approved ladder.

Indoor Air Quality
Indoor air quality refers to the condition of air within an enclosed workplace. The indoor environment of any building is based on several factors including location, climate, building design, construction techniques, building occupant load, and contaminants.
Four key elements are involved in the development of poor indoor air quality:

1. Multiple contaminant sources.
2. Poor ventilation systems.
3. Pollutant pathways.
4. Building usage and occupant load

Outside sources for indoor air contaminants include pollen, dust, industrial pollutants, vehicle exhaust, and unsanitary debris near outdoor air intake vents. Other outdoor agents, such as underground storage tanks or landfills, may also affect indoor air quality Indoor contaminants are classified according to these categories:

* Combustion products (e.g., smoke).
* Volatile organic compounds (e.g., solvents and cleaning agents).
* Respiratory particulates (e.g., dust, pollen, and asbestos).
* Respiratory byproducts (e.g., carbon dioxide).
* Microbial organisms (e.g., mold, mildew, fungi, and bacteria).
* Radionuclides (e.g., radon).
* Odors (e.g., perfume, smoke, mold, and mildew).

Additional examples of indoor contaminants include dust, dirt or microbial growth in ventilation systems, emissions from office equipment, and fumes or odors from any source.

TAMU-CC follows recognized guidelines for new building ventilation systems and air quality control; however, employees are also responsible for the quality of their indoor air. Because indoor air often contains a variety of contaminants at levels far below most exposure standards, it is difficult to link specific health problems with known pollutants. Employees must minimize all contaminants to reduce the low level pollutant mixtures that commonly cause health problems.

The following practices will help ensure optimum indoor air quality:

* Fix leaks and drips. (Moisture promotes microbial [i.e., mold and mildew
growth.)
* Clean mold and mildew growths with a bleach/water mixture to prevent
re-growth.
* Ensure that indoor ventilation filters are changed regularly.
* Keep laboratory doors closed.
* Minimize chemical and aerosol usage. Ventilate your area when chemical or aerosol usage is required. (These compounds include paint, cleaning agents, hairspray, perfume, etc.)
* Do not block air ducts to control the temperature in your office.
* Avoid smoking or cooking in enclosed areas. (Smoking is strictly prohibited within University facilities and vehicles.)
* If possible, open windows when it is cool and dry outside.

Smoking Policy
The United States Surgeon General and the Environmental Protection Agency have determined the following:

* Breathing secondary smoke causes various diseases and allergic reactions in healthy non smokers.
* Separating smokers and non smokers within the same air space does not eliminate exposure to environmental tobacco smoke for non smokers.
* Tobacco smoke and secondary tobacco smoke are Class A carcinogens.

To promote a safe, healthy, and pleasant environment for employees, students, and visitors, TAMU-CC has instituted a smoke free policy. All University facilities, buildings, and vehicles, regardless of location or ownership, must be entirely smoke free. This includes all foyers, entryways, classrooms, restrooms, offices, athletic facilities (indoor and outdoor), eating areas, and university owned/leased housing.

If you have any questions concerning indoor air quality, please contact the Environmental Health & Safety Office.

Slips and Falls
Slips, Trips and Falls are among the most common injuries that occur at the University. These injuries are perhaps some of the most preventable if we pay attention to our surroundings, follow good house keeping procedures and do not run or rush. Listed below are suggestions that can minimize ones susceptibility to slips, trips and falls.

* Turn on office lights. Ensure that passageways are adequately lighted.
* Arrange office furnishings in a manner that provides unobstructed areas for movement.
* Keep hallways/stairwells neat.
* Do not open more than one file cabinet drawer at a time.
* Keep electrical and telephone cords out of walkways. Do not tape down or run cords under carpet.
* Never obstruct your view when walking.
* Secure throw rugs and mats to prevent slipping hazards.
* Report uneven surfaces such as loose or missing floor tiles to physical plant for repair.
* Cleanup spills as soon as they occur.
* Avoid horseplay.
* Avoid unnecessary haste. Do not run in work areas.

Strain and Stress
To prevent back strain, do not lift beyond your strength. When lifting objects, keep back straight and lift with the legs. When heavy items are to be moved, arrange for necessary help and proper moving equipment.
Other examples of stress-relieving exercises that can be done at your desk includes the following:
To reduce stress and prevent fatigue, it is important to take mini-breaks (not many breaks) throughout the day. If possible, change tasks at least once every two hours. If you are experiencing strain or stress seek the advice of your primary health care professional. Look for postings of University sponsored training on how to deal with strain and stress.

Work Station Arrangement
With the extensive use of computers and other automated desk devices in the workplace, employees must take special care to ensure proper workstation arrangement. For the purpose of this manual, a workstation consists of the equipment and furniture associated with a typical desk job (i.e., desk, chair, and computer components).
In recent years, computer screens for Video Display Terminals (VDTs) have received much attention concerning non-ionizing radiation levels. Tests prove, however, that VDT’s do not emit harmful levels of radiation. Improper workstation arrangement combined with repetitive motion, however, may contribute to visual and musculoskeletal fatigue.
Cumulative trauma disorders, such as carpal tunnel syndrome may result from the stress of repetitive motion. Therefore, it is very important to arrange your workstation properly to take breaks frequently.
The following sections offer recommendations for ensuring employee comfort through proper workstation arrangement.

Operator’s Position
Your seating position at work is important to your comfort and safety. To reduce the painful effects of repetitive motion follow these guidelines when working with computers or typewriters:
* Always sit up straight. Make sure your chair is adjusted to provide adequate support to your back.
* Place your feet flat on a footrest. Lower legs should be approximately vertical, and thighs should be approximately horizontal. The majority of your weight should be on the buttocks.
* Ensure that there is at least 1 inch of clearance between the top of your thighs and the bottom of the desk or table.
* Keep your wrists in a natural position. They should not rest on the edge of the desk.
* Keep the front edge of your chair approximately 4 inches behind your knees.

Equipment Arrangement
By properly arranging your equipment, you can also help reduce the harmful effects of repetitive motion. Follow these guidelines for arranging office equipment.

Document Holders
Keep documents at approximately the same height and distance from your face as the VDT screen.

Keyboards
Position computer keyboards so that the angle between the forearm and upper arm is between 80 and 100 degrees. Place the keyboard in an area that is accessible and comfortable.

Lighting
Lighting around computer work stations should illuminate the work area without obscuring the VDT or causing glare. Position computer screens, draperies, blinds, and pictures to reduce glare during work hours (e.g., place the VDT screen at a right angle to the window).

Telephones
Neck tension is a common problem caused by holding the telephone between the head and neck. Use a headset or speaker phone if you use the telephone for extended periods of time.

VDT Screen
VDT images should be clear and well defined. Adjust the screen’s brightness, contrast and display size to meet your needs. If a screen flickers or jumps, have it repaired or replaced.

Place the VDT 20-28 inches away from your face. The center of the VDT should be approximately 15 to 25 degrees below your line of vision.

Wrist Support
Use wrist supports made of a padded material. The support should allow you to type without bending your wrists.