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Office of Management & Finance

Bureau of Internal Business Services

BIBS is the provider of central services for the City of Portland

1120 SW 5th Avenue, Room 1250, Portland, OR 97204

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Self-Insured Compliance Program - Procedures

City Risk LogoLoss Prevention

Risk Management, Portland, OR


 

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Introduction:

The City of Portlandi s self-insured for Workers’ Compensation coverage.  City Code authority for management of the self-insurance fund resides in Office of Management and Finance (OMF) Risk Management (City Risk). 

Under Oregon statue and administrative rules for self-insured employers, the City is required to maintain safety, health and loss prevention services for operational hazards in the workplace.  City Risk has the responsibility to:

  • Design, develop, implement, and monitor City-wide occupational health and safety programs, policies and procedures;
  • Provide timely occupational safety and health loss prevention services for the business operations of City bureaus;  
  • Inform City managers and workplace locations of the availability and process for requesting loss prevention assistance; and,
  • Provide program framework to ensure adequate implementation, monitoring and compliance of bureau specific occupational health and safety programs, policies, procedures.

The City is comprised of multiple bureaus specializing in a wide range of public utility and administrative operations. Depending on the size and nature of a bureau’s operations, it may assign these required duties to one or more positions such as a safety manager, facility manager, safety coordinator or other designated safety representative.  This position is usually the primary contact who will work in collaboration with City Risk’s Loss Prevention Section to ensure the integrity of the City’s overall Self-Insured Compliance Program.

 

For Self-Insured Program Definitions See:  Self Insured Compliance Program - Definitions

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Self-Insured Elements

Responsibility

Procedure or Reference

Responsibilities - City-wide Self-Insured Program

 

 

 

 

 

 

 

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City Risk

Develop, implement, administer, and maintain the City-wide Self-Insured Program in compliance with:

  1. OR-OSHA’s Self-Insured Employer Rules:
    1. OAR 437-001-1005 through 437-011-1020
    2. OAR 437-001-1050 through 437-001-1060
  2. City Code 3.54.020 .
  3. City Risk Self-Insured Policy RMLP20.

 

General Administration – Self-Insured Program

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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City Risk

  1. Serve as central contact between the City of Portland and OR OSHA.
  2. Notify OR OSHA within 30-days of changes to any the following:
    1. Status as a self-insured employer or  central contact for the City in  matters of safety and health compliance;
    2. The name of the City Risk employee assigned as the OR OSHA liaison along with all of that employee’s contact information.
  3. Provide OR OSHA, upon request or need, with appropriate safety and health contacts within City bureaus;
  4. Facilitate OR OSHA initiated activities with bureaus for the purpose of identifying; addressing; and, reducing, controlling or eliminating hazard exposures in City work environments;
  5. Provide, at OR OSHA’s request, copies of safety, health and loss prevention documents and records within City Risk’s control; and,
  6. Retain the obligation of compliance with OAR 437-001-1005 through OAR 437-001-1065, regardless whether City Risk contracts for assistance for the required services.

 

Administration of City-Wide Self-Insured Loss Prevention Program

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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City Risk

  1. Establish and maintain city-wide written policy and program framework for compliance with OSHA rules. 
  2. Make available to each bureau, occupational safety and health loss prevention assistance.
  3. Inform all managers and workplace locations of the availability and process for requesting loss prevention assistance.
  4. Acknowledge all requests for services from any location, which do not involve alleged or imminent hazards within 30 days by scheduling a date to begin services.
  5. Respond to any location requesting services with an imminent danger of an alleged hazard as soon as possible.
  6. Assist each location in the design, development and implementation of a loss prevention effort for each location, which identifies and controls all reasonably discoverable occupational safety and health hazards, laws, rules and standards.  This loss prevention effort will include at least the following:
    1. Management commitment to health and safety;
    2. An accountability system for employer and employees;
    3. Training practices and follow-up;
    4. A system for hazard assessment and control;
    5. A system for investigating all recordable occupational injuries and illnesses that includes corrective action and written findings;
    6. A system for evaluating, obtaining, and maintaining personal protective equipment;
    7. On-site routine industrial hygiene and safety evaluations to detect physical and chemical hazards of the workplace, and the implementation of engineering or administrative controls;
    8. Evaluation of workplace design, layout and operation, and assistance with job site modifications utilizing an ergonomic approach;
      1. Employee involvement in the health and safety effort;
      2. Perform an annual evaluation of loss prevention activities based on the location’s current needs; and,
      3. Maintenance of records which document the assistance provided to each location.
  7. Design, develop, market and make accessible, information, tools and resources to assist bureau loss prevention efforts.
  8. Monitor and communicate changes to the statutes, regulations, rules, and requirements.

 

Administration of Bureau Specific Program Loss Prevention Programs

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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City Bureaus

  1. Develop, implement and maintain bureau specific workplace policies, procedures and guidelines in compliance with applicable OSHA regulations, OAR 437-001-1005 through OAR 437-001-1065, any other rules, regulations, ordinances and statutes pertaining to safety, health and loss prevention for to the respective bureaus’ operations, processes and equipment.
  2. Establish and maintain bureau-specific safety and health programs, including the following loss prevention plans and activities:
    1. Management commitment to health and safety;
    2. An accountability system for employer and employees;
    3. Training practices and follow-up;
    4. A system for hazard assessment and control;
    5. A system for investigating all recordable occupational injuries and illnesses that includes corrective action and written findings;
    6. A system for evaluating, obtaining, and maintaining personal protective equipment;
    7. On-site routine industrial hygiene and safety evaluations to detect physical and chemical hazards of the workplace, and the implementation of engineering or administrative controls;
    8. Evaluation of workplace design, layout and operation, and assistance with job site modifications utilizing an ergonomic approach;
    9. Employee involvement in the health and safety effort;
    10. Perform an annual evaluation of loss prevention activities; and
    11. Maintain records of bureaus’ OSHA compliance and loss prevention efforts.
  3. Produce information and documentation for reviews and compliance inspections by regulatory authorities.
  4. Maintain bureau specific Safety & Health Loss Prevention Plans.