00:00

osha rarely receives the amount of

00:02

attention it's been getting lately in

00:04

september president biden announced the

00:06

agency would be developing a covid

00:08

vaccine mandate for large private

00:10

employers the details of which were made

00:12

public in november

00:14

since then there's been quite a bit of

00:16

litigation leading up to the supreme

00:18

court blocking osha's new rule

00:20

it's been controversial to say the least

00:23

there's been a much broader consensus

00:24

however about the occupational safety

00:26

and health administration's authority to

00:29

protect employees from work related

00:31

injuries and illnesses

00:33

in order to comply with osha's

00:35

record-keeping requirements certain

00:37

employers must complete post and submit

00:40

osha form 300a

00:43

in today's episode i'm going to cover

00:45

form 300a including what it is what's

00:48

required and how to fill it out

00:50

i'll also explain the other forms

00:52

employers need to know for reporting by

00:55

the end you'll have a better

00:56

understanding of how your organization

00:58

can be osha compliant

01:00

today we'll discuss what is osha form

01:03

300a

01:04

who is required to fill out osha form

01:07

300a

01:08

step 1 how to fill out osha form 301

01:11

report

01:12

step 2 how to fill out osha form 300 log

01:17

step 3 how to fill out osha form 300 a

01:20

summary

01:21

let's get started

01:22

what is osha form

01:24

300a osha form 300a is a summary of

01:28

injuries and illnesses from the previous

01:30

year that are work related and

01:32

recordable

01:34

of course this means not all injuries

01:36

and illnesses experienced in the

01:38

workplace are considered work related a

01:40

matter of context or rise to the level

01:43

of recordable a matter of degree

01:46

so let's look at how osha defines these

01:49

terms before digging into the details of

01:51

reporting according to osha an injury or

01:54

illness is work-related if

01:56

an event or exposure in the work

01:59

environment caused or contributed to the

02:01

condition or significantly aggravated a

02:03

pre-existing condition

02:05

work-relatedness is presumed for

02:08

injuries and illnesses resulting from

02:09

events or exposures occurring in the

02:12

workplace unless an exception

02:14

specifically applies

02:16

again just because an employee

02:18

experiences pain from an injury or

02:20

symptoms from an illness in the

02:21

workplace does not necessarily make it

02:24

work related according to osha

02:26

recordable work-related injuries and

02:28

illnesses are those that result in death

02:31

loss of consciousness

02:33

days away from work

02:35

restricted work activity or job transfer

02:38

or medical treatment beyond first aid

02:42

additionally the following work related

02:44

incidents should be recorded

02:46

any needle stick injury or cut from a

02:49

sharp object that is contaminated with

02:51

another person's blood or other

02:53

potentially infectious material

02:56

any case requiring an employee to be

02:58

medically removed under the requirements

03:00

of an osha health standard

03:02

tuberculosis infection as evidenced by a

03:05

positive skin test or diagnosis by a

03:08

physician or other licensed healthcare

03:10

professional after exposure to a known

03:13

case of active tuberculosis

03:16

or if any employee's hearing test

03:18

reveals that the employee has

03:20

experienced a standard threshold shift

03:23

or stf in hearing in one or both ears

03:27

averaged at two thousand three thousand

03:29

and four thousand hertz and the

03:32

employee's total hearing level is 25

03:35

decibels or more above autometric zero

03:39

also averaged at 2 000 3000 and 4000

03:42

hertz in the same ear or ears as the sts

03:47

if employers need help deciding if the

03:49

case is work related or reportable

03:51

osha encourages them to call their

03:53

regional office or state office if they

03:56

operate in a state plan state

03:58

reporting is a three-step process

04:01

step one if an incident or injury or

04:03

illness meets the criteria of work

04:05

related and recordable the employer must

04:08

fill out form 301 report then for step

04:11

two the incident must be recorded in the

04:14

employer's form 300 log for that work

04:16

site

04:17

finally for step 3 after the year's end

04:20

the employer must use the log to

04:22

complete their form 300a summary

04:25

i'll explain each of these steps in more

04:26

depth in a moment to comply the form

04:29

300a summary not the log must be posted

04:32

in a highly visible area of each

04:35

worksite from february 1st through april

04:37

30th employers must also submit the

04:40

summary to osha by march 2nd using their

04:42

online injury tracking application i'll

04:45

link to it in the description

04:47

since january 15 2022 osha's maximum

04:50

penalty for non-compliance has been 14

04:54

502 dollars per violation for serious

04:57

other than serious and posting

04:59

requirement violations

05:02

the maximum penalty for willful or

05:04

repeated violations is a hundred and

05:06

forty five thousand twenty seven dollars

05:08

per violation i mentioned earlier that

05:11

only certain employers must comply with

05:13

these requirements so who are they

05:16

who is required to fill out osha form

05:18

300a these reporting requirements apply

05:21

to employers with more than 10 employees

05:24

in non-exempt hazardous industries such

05:27

as agriculture construction and

05:29

manufacturing

05:31

other employers and industries are

05:32

referred to as partially exempt because

05:35

there are still particular circumstances

05:37

in which they must comply

05:39

osha still requires certain incidents

05:41

fatalities hospitalization dismemberment

05:45

to be reported regardless of employer

05:47

status osha or the bureau of labor

05:50

statistics can still require upon

05:52

written notice

05:54

individual employers who are otherwise

05:55

exempt to complete form 300a

05:58

partially exempt industries include

06:00

retail finance and other low hazard work

06:03

environments for a complete list of

06:05

partially exempt industries by

06:07

naics code check out osha's website i'll

06:11

link to it in the description

06:13

you can also look up your organization's

06:16

naics code on the u.s census website

06:19

i'll also link that in the description

06:21

non-exempt employers should also note

06:23

that they must complete and submit form

06:26

300a summary even if they have no

06:28

injuries to report

06:30

but as i've mentioned form 300a summary

06:33

is the final step in the osha reporting

06:36

process which begins with a form 301

06:39

report

06:41

step 1 how to fill out osha form 301

06:44

report

06:45

once an incident of injury or illness

06:47

occurs a non-exempt employer has seven

06:50

calendar days to determine whether it is

06:52

work related and reportable if it meets

06:55

that criteria they must then fill out

06:57

form 301 report or an equivalent report

07:00

such as one from workers comp or

07:02

insurance

07:03

that provides the same information as

07:05

form 301 you can download the form from

07:08

osha's website which i'll link to in the

07:10

description

07:11

the reporting requirements for

07:13

fatalities and severe injuries however

07:15

are much stricter in addition to

07:18

completing form 301 all employers

07:21

regardless of their exemption status

07:23

must report any fatality to osha within

07:26

eight hours and any amputation

07:29

hospitalization or loss of an eye within

07:31

24 hours whoever completes form 301 must

07:35

print their name title phone number and

07:38

the date of reporting in the bottom left

07:40

corner for fields 1 through 5 enter the

07:43

employee's basic information including

07:45

full name

07:46

address date of birth date hired and sex

07:51

for fields 6 through 8 provide

07:53

information about the health care

07:54

professional who treated the employee

07:57

including name facility and address if

08:00

treatment was off-site and whether or

08:01

not the employee was treated in an

08:03

emergency room or hospitalized overnight

08:06

fields 10 through 18 are for recording

08:09

information about the incident itself

08:11

for field 10 enter the case number from

08:14

the form 300 log since they must

08:17

correspond you should only enter this

08:19

information in the report after the

08:21

incident has been recorded in the log

08:23

even if you need to come back to it

08:25

later for fields 11 through 12 enter the

08:28

date of the incident the time the

08:30

employee began working that day and the

08:32

time of the event

08:34

fields 14 through 17 should not contain

08:37

any personally identifiable information

08:40

we'll discuss why in a moment when we

08:42

cover the log

08:43

to help you these questions contain

08:45

examples of answers on the form

08:47

for field 14 describe what the employee

08:50

was doing just before the incident

08:52

occurred and be specific

08:54

for field 15 explain how the injury

08:56

occurred

08:58

for field 16 describe the injury or

09:01

illness the part of the body affected

09:04

and how

09:05

for field 17 identify the object or

09:08

substance that directly injured the

09:10

worker

09:11

you can leave this question blank if it

09:12

does not apply

09:14

finally field 18 is for recording the

09:17

date of death if the incident resulted

09:19

in a fatality again you can leave this

09:22

blank if it does not apply

09:24

you may also attach as many pages as

09:26

needed to fully explain your answers to

09:28

any of the questions asked in the form

09:31

once you've completed the incident

09:32

report you'll need to record some of the

09:34

truncated information in the log

09:38

step 2 how to fill out form 300 log

09:41

unlike the form 301 report which is

09:44

filled out as needed and the form 300 a

09:46

summary which is filled out annually

09:49

form 300 log is an ongoing document to

09:51

be completed throughout the year in fact

09:54

the log is the link between the report

09:56

and the summary and they must correspond

09:59

you can download the form from osha's

10:01

website which i'll link to in the

10:02

description

10:04

remember if your organization has more

10:06

than one site you must keep separate

10:08

records for each physical location you

10:11

expect to remain in operation for a year

10:13

or more

10:14

first in the top right corner enter the

10:17

year the log covers as well as your

10:19

establishment's name city and state each

10:22

new case is a line or row on the log and

10:25

employers must complete all five steps

10:28

organized by columns for each case

10:30

for step 1

10:32

identify the employee by assigning a

10:34

case number and entering the

10:35

individual's name and job title

10:38

there are certain circumstances in which

10:40

you should not enter the employee's name

10:42

these privacy cases include an injury or

10:46

illness to an intimate body part or the

10:48

reproductive system

10:50

an injury or illness resulting from a

10:52

sexual assault

10:54

a mental illness

10:56

a case of hiv infection hepatitis or

10:59

tuberculosis

11:01

a needle stick injury or cut from a

11:02

sharp object that is contaminated with

11:05

blood or other potentially infectious

11:07

material

11:08

and other illnesses if the employee

11:12

independently and voluntarily requests

11:14

that his or her name is not to be

11:16

entered on the log

11:18

for these incidents write privacy case

11:21

in the space for the employee's name

11:24

for step 2 describe the case including

11:27

the date of injury or onset of illness

11:29

where the event occurred and a

11:31

description of the injury or illness the

11:33

parts of the body affected and the

11:36

object or substance that directly

11:38

injured or made the person ill

11:40

again your answers here should match the

11:42

corresponding form 301 report

11:45

for step 3 classify the case based on

11:48

the most serious outcome

11:50

death days away from work job transfer

11:54

or restriction

11:55

or other recordable cases

11:58

you may select only one outcome per case

12:01

and the fillable pdf will automatically

12:03

total each column at the bottom as you

12:05

add cases to the log

12:07

these totals will be used later on the

12:09

form 300 a summary

12:12

for step 4 simply enter the number of

12:14

days the injured or ill worker was away

12:16

from work or on job transfer or

12:19

restriction

12:20

the fillable pdf will only allow you to

12:22

enter a number here if you choose days

12:24

away from work or job transfer or

12:27

restriction in step 3. again these will

12:30

be automatically total

12:32

finally for step 5 identify the incident

12:35

by injury or type of illness you may

12:38

choose only one injury skin disease

12:41

respiratory condition poisoning hearing

12:43

loss or all other illnesses again the

12:47

fillable pdf will automatically total

12:49

these columns you may add as many

12:51

additional sheets to your log as needed

12:54

remember you do not post or submit the

12:56

log but you must retain it for your

12:59

records for five years the log is used

13:01

to complete the summary which is the

13:03

most important part of osha injury and

13:06

illness reporting so

13:08

let's get to it

13:10

step 3 how to fill out osha form 300 a

13:13

summary

13:14

completing posting and submitting the

13:16

form 300a summary is the final and most

13:19

important step of the osha injury and

13:21

illness reporting process

13:23

again

13:24

it must correspond to the form 300 log

13:27

also like the log if your organization

13:30

has more than one site you should post a

13:32

separate summary for each physical

13:34

location you expect to remain in

13:36

operation for a year or more

13:38

you can download the form from osha's

13:40

website which i'll link to in the

13:42

description

13:43

as i mentioned earlier applicable

13:45

employers must complete and submit form

13:48

300a summary even if there are no

13:50

injuries to report

13:51

the summary must be posted from february

13:54

1st through april 30th and must be

13:56

submitted to osha by march 2nd i do want

13:59

to note that if you've kept good records

14:01

using the 301 report and the 300 log

14:04

completing the summary should be pretty

14:06

simple i do want to warn you of a common

14:08

mistake though the fillable pdf only

14:11

tallies the numbers for the page which

14:14

means you must add up the totals across

14:16

multiple pages if you've had to use more

14:18

than one

14:19

first don't overlook filing in the year

14:22

you're reporting in the top right corner

14:25

then on the left side of form 300a

14:29

transfer your totals from the log and

14:31

enter them into the corresponding space

14:33

if you're using the fillable pdf those

14:35

totals will be automatically transferred

14:37

from the log within the same document

14:39

but remember it's your responsibility to

14:42

double check that those totals reflect

14:44

all of the pages of your log

14:47

on the right side enter your

14:48

establishment's information including

14:50

name and address

14:52

you will also need to describe your

14:54

industry and enter your

14:56

naics code if known

14:59

as i mentioned earlier it's easy enough

15:01

to look up your naics code on the us

15:04

census website there's a link in the

15:06

description

15:08

below your establishment's information

15:10

you'll need to enter the annual average

15:12

number of employees and the total hours

15:14

worked by all employees last year if you

15:17

don't have these figures available osha

15:19

provides a worksheet along with the form

15:22

to help you figure them out

15:23

finally in the bottom right a company

15:26

executive needs to certify the accuracy

15:29

of the summary and provide their title

15:31

phone number and the date

15:34

and that's it

15:35

as you can see even though osha form

15:37

300a summary looks pretty

15:39

straightforward

15:40

employers need to pay a lot of attention

15:43

to keeping accurate records for reports

15:45

and the log in order to fill out the

15:47

summary

15:48

so once again hr pros must be proactive

15:52

as always remember

15:54

your role is as strategic as you make it

15:57

[Music]

16:02

that's all the time we have for this

16:04

episode don't forget to subscribe to our

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