Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 1.0 Purpose The primary purpose of the hearing conservation program is to prevent occupational noiseinduced hearing loss for employees. A secondary purpose of the program is to provide Add the title of the document to this text box. The document title will include the name of the document and the type of document. guidance to comply with state and federal standards. When completed, this program template will serve as the written hearing conservation program for the employing unit. A copy of the completed plan should be forwarded to the Occupational Health Program, 30 East Campus Mall. 2.0 Scope The Occupational Safety and Health Administration (OSHA) Standard has established an action level of 85 decibels, A-scale (dBA) for an 8-hour time-weighted average (TWA) occupational noise exposure. The action level is equivalent as a "dose" of exposure level of 50 percent of the permissible exposure limit of 90 dBA as an 8-hour TWA. The Standard requires an effective hearing conservation program when noise levels exceed 85dBA. The program includes the following elements at a minimum: Noise monitoring Audiometric testing Hearing protection Education and training The hearing conservation program applies to employees exposed to an 8-hour time-weighted average noise level greater than 85 dBA. 3.0 Related Documents Occupational Safety and Health Administration Standard 1910.95, “Occupational Noise Exposure” Wisconsin Department of Commerce, Chapter 101.055, “Public Employee Safety and Health” 4.0 Definitions Action Level Employee exposure to noise levels, without regard to any attenuation provided by the use of personal protective equipment, which exceeds 85 dBA or 50 percent of the permissible exposure limit. Decibel (dB/dBA) Unit of sound measurement. dBA is a measurement using the A-weighted scale which approximates how humans hear sound. Hertz (Hz) Measurement of frequency also expressed as number of cycles per second. Occupational Safety and Health Administration (OSHA) Federal enforcement agency within the Department of Labor charged with protecting employees’ occupational health and safety. Permissible Exposure Limit (PEL) A legal limit for an employee exposure to a chemical or physical agent, such as noise. Printed Date: 2/6/2016 Page 1 of 19 Veeer rsssiiio on no V r o n Th heee C Cu ur rr reeen nt t,,, A Ap pp pr ro ov veeed dV offf t th hiiisss D Do oc cu um meeen nt t iiisss l lo oc ca at teeed d iiin nt th heee EEEH H& &SSS D Do oc cu um meeen nt tC Co on nt tr ro ol l SSSy yssst teeem m... T h C u r r n t A p p r o v d o t h D o c u m n t l o c a t d n t h H & D o c u m n t C o n t r o l y t m T Hearing Conservation Program Template Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 Standard Threshold Shift (STS) A change in hearing threshold of an average of 10 dB or more at 2,000, 3,000 or 4,000 Hz in either ear measured against the baseline audiogram. Time-weighted Average (TWA) The average exposure to a chemical or physical agent to which employees may be exposed without adverse effect over a period, such as an 8-hour day or 40-hour week. 5.0 Roles and Responsibilities: 5.1 Administration The administration of the program is the responsibility of each employing unit with assistance from the EH&S Department. Administrative responsibilities include the following: Coordinating and supervising noise exposure monitoring. Coordinating and supervising the audiometric testing program. Assisting with hearing protector selection. Developing policies relating to the use of hearing protection. Coordinating and supervising required recordkeeping. Evaluating the overall program periodically. Coordinating required changes and improvements in the program. 5.2 Supervisors Supervisor responsibilities include the following: Identifying areas, work tasks and employees to be included in the hearing conservation program. Providing the resources for the program to be implemented, including availability for audiometric testing and hearing protection. Coordinating and assisting with employee training programs. Maintaining documentation of noise exposures, training, audiometric testing and hearing protection use. Evaluating program implementation on an annual basis. 6.0 Policy: 6.1 Noise Measurements and Monitoring The University has implemented a monitoring program to determine whether an employee's exposure may equal or exceed the action level of 85 dBA as an 8-hour timeweighted average. The EH&S Department can assist with identifying employees for inclusion in the hearing conservation program by monitoring and consultation. Measurements can be used to enable the proper selection of hearing protection and to determine feasible engineering or administrative exposure control measures. Monitoring may be repeated whenever a change in production, process, equipment or controls increases noise exposures to the extent that additional employees may be Printed Date: 2/6/2016 Page 2 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 exposed at or above the action level or the attenuation provided by hearing protection being used by employees is not adequate to meet requirements. The employee’s Supervisor will notify an employee exposed at or above an 8-hour TWA exposure of 85 dBA of the monitoring results. The EH&S Department will provide affected employees, or their representatives, with an opportunity to observe any noise measurements conducted. Monitoring will be coordinated by a campus industrial hygienist with assistance from the affected department or office. The results of the noise exposure measurements will be recorded on Form 1, Appendix A. 6.2 Audiometric Testing The University will make audiometric testing available to employees whose exposure equals or exceeds an 8-hour time-weighted average of 85 dBA at no cost to the employee. Audiometric tests shall be performed by a licensed or certified audiologist, otolaryngologist, or other physician, or by a technician who is certified by the Council of Accreditation in Occupational Hearing Conservation. A technician who operates microprocessor audiometers does not need to be certified. A technician who performs audiometric tests must be responsible to an audiologist, otolaryngologist or physician. Audiometric tests will be performed by the Department of Communicative Disorders at Good night Hall. Appointments can be made by calling 265-5610. In addition, other audiology vendors may be used such as those providing van service. In all cases, audiology vendors must follow test requirements specified in the OSHA standard. Audiometric testing will be preceded by at least 14 hours without exposure to workplace noise. Hearing protectors may be used as a substitute for the requirement that baseline audiograms be preceded by 14 hours without exposure to workplace noise. The Supervisor will notify employees of the need to avoid high levels of non-occupational noise exposure during the 14-hour period immediately preceding the audiometric examination 6.3 Baseline audiogram Within 6 months of an employee's first exposure at or above the action level, the University will establish a valid baseline audiogram to compare against subsequent audiograms. 6.4 Annual audiogram Audiograms will be completed at least annually after obtaining the baseline audiogram for employees exposed at, or above, an 8-hour time-weighted average of 85 dBA. The EH&S Department, Occupational Health Officer will maintain a record of employee audiometric test records. This record will include the following: Printed Date: 2/6/2016 Page 3 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 Name and job classification of the employee. Date of the audiogram. The examiner's name. Date of the last acoustic or exhaustive calibration of the audiometer. Employee's most recent noise exposure assessment. 6.5 Audiometric Evaluation Each employee's annual audiogram will be compared to their baseline audiogram by a qualified evaluator to determine if a Standard Threshold Shift (STS) has occurred. In determining if a STS has occurred, an allowance can be made for the contribution of aging (presbycusis). The audiologist, otolaryngologist, or physician will review audiograms and determine whether there is a need for further evaluation. The University will provide the following information to the person performing this evaluation: A copy of the requirements for hearing conservation as set forth in the standard. The baseline audiogram and most recent audiogram of the employee to be evaluated. Any noise exposure measurements pertaining to the employee’s work tasks. The person conducting the audiograms may be required to provide the following documentation to the University: Measurements of background sound pressure levels in the audiometric test room. Records of audiometer calibrations. If the annual audiogram shows that an employee has suffered a STS, the University may obtain a retest within 30 days and consider the results of the retest as the annual audiogram. Unless a physician determines that the STS is not work-related or aggravated by occupational noise exposure, the University will follow these steps when a standard threshold shift occurs: Employees not using hearing protection will be trained, fitted, and required to use hearing protection if they are exposed to an 8-hour TWA of 85 dBA or greater. Employees already using hearing protection will be retrained, refitted, and required to use hearing protectors and provided with hearing protectors offering greater attenuation if necessary. The audiology clinic will inform the employee in writing within 21 days of this determination of the existence of a permanent STS (Form 2, Appendix A) A copy of the STS letter will also be sent to the employee's Supervisor. The audiology clinic will counsel the employee on the importance of using hearing protection and refer the employee for further clinical evaluation if necessary. Printed Date: 2/6/2016 Page 4 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 Persistent significant threshold shifts must be entered on the OSHA 300 Log if determined to be work-related. 6.6 Protective Equipment The Supervisor will ensure that hearing protection is worn by the following employees: those subjected to sound levels equal to, or exceeding, an 8-hour TWA of 90 dB; those who have experienced a persistent STS and are exposed to an 8-hour TWA of 85 dBA or greater; Any employee who has not had an initial baseline audiogram and who is exposed to an 8-hour TWA of 85 dBA or greater. Hearing protection will be available for any employees exposed to noise levels greater than 85 dBA. Employees will be given the opportunity to select their hearing protection from a variety of suitable hearing protectors at no cost to them. Various types of appropriate protectors available for use will be recorded on Form 3, Appendix A. The Supervisor will provide training in the use and care of hearing protection and will ensure proper initial fitting and supervise the correct use of hearing protection. Employees will be held accountable for not properly using and maintaining the equipment furnished. The EH&S department will evaluate the attenuation characteristics of the hearing protectors to ensure that a given protector will reduce the individual's exposure to levels within the PEL. If the 8-hour TWA is over 90 dBA, the protector must attenuate the exposure to at least an 8-hour TWA of 90 dBA or below. If the protector is being worn because the employee experienced a STS, then the protector must attenuate the exposure to an 8-hour TWA of 85 dBA or below. If employee noise exposures increase to the extent that the hearing protectors provided may no longer provide adequate attenuation, the employee will be provided more effective hearing protectors. 6.7 Employee Training An annual training program for each employee included in the hearing conservation program will be conducted by the Supervisor or EH&S Department and will include information on the following: The effects of noise on hearing. The purpose and use of hearing protectors. The advantages, disadvantages, and attenuation of various types of protection. Instruction in the selection, fitting, use and care of protectors. The purpose of audiometric testing and an explanation of the test procedures. Training dates and the employees in attendance will be documented on Form 4, Appendix A. Printed Date: 2/6/2016 Page 5 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 Information provided in the training program will be updated to be consistent with changes in protective equipment and work processes. 6.8 Recordkeeping Employee data relating to noise exposure measurements, audiometric testing and personal protective equipment used must be kept for the duration of the affected employees employment plus 30 years. The records must be kept in a confidential, secure manner. The following information should be forwarded to the Occupational Health Program: Noise exposure monitoring results. Audiometric test information, not including private, confidential medical information. Training information. Hearing protection information. Records required by this section will be provided upon request to employees, former employees, and representatives designated by the individual employee. Hearing Conservation Program Element Element Includes: Noise Measurements and Exposure Monitoring Sound survey position, task or personal noise exposure level measurements Audiometric Testing Baseline and annual audiograms Education and Training Hearing conservation concepts Annual evaluation of program implementation, and the overall program Technical or equipment information, feasibility survey Selection and fitting Program Evaluations – Supervisor and Environment, Health & Safety Department Engineering or Administrative Controls Hearing Protection Printed Date: 2/6/2016 Critical Record Keeping Information Record Retention Period The date of survey, instruments used, areas surveyed, noise hazards identified, employees affected, employees with exposure levels exceeding 85 decibels over an eight-hour period - Form 1. Name and job classification of each affected employee, employee test results, tester’s name, test date, audiometer calibration date, test room background sound pressure level Names of employees trained, date, presenter - sign-in, Form 4. 30 years after the employee’s termination date Supervisor’s Evaluation - Form 5 and EH&S Department Program Evaluation - Form 6. 3 years Results of feasibility surveys, controls used, start date, noise reduction achieved. Written memos, e-mails, documents Date of initial hearing protector fitting for each employee, size and brand of hearing protector selected, name of person who assisted with fitting – Form 3. No minimum period 30 years after the employee’s termination date 3 years Length of employment Page 6 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 6.9 Program Evaluation At least annually, the implementation of the hearing conservation program will be evaluated by the Supervisor using an evaluation checklist (Form 5, Appendix A). The overall program will be evaluated periodically by the EH&S Department ( Form 6, Appendix B) After evaluation, program changes or revisions deemed necessary will be made as soon as possible. This written program may be adapted to fit the particular needs of the facility. 7.0 Document Revision: Each time this document is revised, the revisions will be listed in the table below. Revision History Revision Number Revision Date Description of Revision 1 4/27/2012 Minor edits and changes in audiology service providers 2 3/26/2013 Eliminated PPE declination Printed Date: 2/6/2016 Page 7 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 Appendix A Implementation Plan Noise Exposure Evaluation Record – Form 1 Sample Standard Threshold Shift (STS) Letter – Form 2 Hearing Protection Equipment Summary – Form 3 Hearing Conservation Training Sign-in Record – Form 4 Supervisor Hearing Conservation Program Evaluation – Form 5 Printed Date: 2/6/2016 Page 8 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 Form # 1 Noise Exposure Evaluation Record Department: ______________________________________________ Date Printed Date: 2/6/2016 Location Process/Operation Page 9 of 19 Noise Exposure Levels in Decibels Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 Form # 2 Sample Standard Threshold Shift (STS) Letter Date: Dear __________, Your most recent audiometric test result was compared to your baseline audiogram. This comparison indicates that your hearing has deteriorated to the point where your hearing impairment constitutes a “standard threshold shift.” This is defined by the Occupational Safety and Health Administration (OSHA) as a relative hearing loss of an average of 10 decibels in either ear at the frequencies of 2,000, 3,000, and 4,000Hz. An audiogram cannot define why you have a hearing loss, and there are many possible reasons for diminished hearing. Please feel free to ask the audiologist any questions you may have. By taking necessary actions now, your hearing loss can be minimized. Consequently, you must wear hearing protectors when working in noisy environments to prevent further hearing loss. Whenever you are in a work environment that would result in noise exposure that equals or exceeds an 8-hour Time Weighted Average (TWA) of 85 decibels, hearing protection must be used. Please call _____________ to arrange an appointment with ____________ for follow-up and evaluation. Hearing loss will affect your life. Preserve your hearing. The Environmental Health and Safety Department will attempt to answer any additional questions you may have. Sincerely, (Clinic or audiometric tester) cc. Employee’s Supervisor EH&S, Occupational Health Officer Printed Date: 2/6/2016 Page 10 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 Form # 3 Hearing Protection Equipment Summary Department: ______________________________________________ Type (muff/cap/plug) Name (Brand and Model) Noise Reduction Rating cc. EH&S Department Printed Date: 2/6/2016 Page 11 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 Form # 4 Hearing Conservation Training Sign-in Record Department: __________________________________________ Name of Employee Job Classification Department Trainer: _______________________________ Date: ________________ cc. EH&S Department Printed Date: 2/6/2016 Page 12 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 Form 5 Supervisor’s Hearing Conservation Program Evaluation 1. Noise exposure level monitoring has been completed in all areas and rechecked as necessary after any alterations which may have resulted in a change in noise levels. Yes ___ No ___ If no, what action will be taken to complete the monitoring? 2. Baseline audiograms (if required) have been completed on all employees hired this year. Yes ___ No ___ If no, what arrangements will be made to complete the audiograms? 3. Annual audiograms (if required) have been completed on all employees who are included in the hearing conservation program. Yes ___ No ___ If no, what arrangements will be made to complete the audiograms? 4. All employees included in the hearing conservation program have been provided with hearing protection. Yes ___ No ___ If no, what action will be taken to provide this protection? Printed Date: 2/6/2016 Page 13 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 5. All employees who are required to wear hearing protection are wearing them correctly. Yes____ No ____ If no, what action(s) will be taken to enforce this requirement? 6. All employees included in the Hearing Conservation Program have received initial and annual training in the use of hearing protection, the effects of noise on hearing and the purpose of audiometric testing, if applicable. Yes____ No ____ If no, what will be done to complete this training? 7. Potential Standard Threshold Shifts (STS) have been evaluated. Yes____ No ____ If no, what action will be taken to complete evaluations? 8. Employees with STS’s have been notified in writing and fitted with the proper hearing protectors. Yes____ No ____ If no, what action will be taken to notify these employees? Review Completed by: _____________________________ Date: ______________ Printed Date: 2/6/2016 Page 14 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 Appendix B EH&S Hearing Conservation Program Evaluation Checklist – Form 6 (For use by EHS) Printed Date: 2/6/2016 Page 15 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 Form 7 EH&S Hearing Conservation Program Evaluation Checklist Training and Education Failures or deficiencies in hearing conservation programs may be traced to inadequacies in the training and education for noise-exposed employees and those who conduct elements of the program. Yes No Has training been conducted at least once in the year? Was the training provided by a qualified instructor? Was the success of each training program evaluated? Is the content revised periodically? Are managers and supervisors directly involved? Are posters, regulations, handouts, and employee newsletters used as supplements? Are personal counseling sessions conducted for employees having problems with hearing protection devices or experiencing standard threshold shifts? Supervisor Involvement Data indicate that employees who refuse to wear hearing protectors or who fail to show up for hearing tests may work for supervisors who may not be committed to the hearing loss prevention programs. Yes No Have supervisors been provided with the knowledge required to supervise the use and care of hearing protectors by employees in their department? Do supervisors wear hearing protectors in appropriate areas? Have supervisors been counseled when employees resist wearing protectors or fail to show up for hearing tests? Are disciplinary actions enforced when employees repeatedly refuse to wear hearing protectors? Noise Measurement For noise measurements to be useful, they should be related to noise exposure risks or the prioritization of noise control efforts. In addition, the results need to be communicated to the appropriate personnel, especially when follow-up actions are required. Yes Were the essential/critical noise studies performed? Was the purpose of each noise study clearly stated? Have noise-exposed employees been notified of their exposures and informed of hearing loss risks? Are the results routinely transmitted to supervisors and other key individuals? Are results entered into health/medical records of noise exposed employees? No Are noise measurement results considered when contemplating procurement of new equipment? Modifying the facility? Relocating employees? Have there been changes in areas, equipment, or processes that have altered noise Printed Date: 2/6/2016 Page 16 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 exposure? Have follow-up noise measurements been conducted? Are appropriate steps taken to include (or exclude) employees in the hearing loss prevention programs when exposures change significantly? Engineering and Administrative Controls Controlling noise by engineering and administrative methods is often the most effective means of reducing or eliminating the hazard. In some cases engineering controls will remove requirements for other components of the program, such as audiometric testing and the use of hearing protectors. Yes No Have noise control needs been prioritized? Has the cost-effectiveness of various options been addressed? Are employees and supervisors informed of plans for noise control measures? Are they consulted on various approaches? Will in-house resources or outside consultants perform the work? Have employees and supervisors been counseled on the operation and maintenance of noise control devices? Are noise control projects monitored to ensure timely completion? Has the full potential for administrative controls been evaluated? Are noisy processes conducted during shifts with fewer employees? Do employees have quiet lunch or break areas? Monitoring, Audiometry and Record Keeping The skills of audiometric technicians, the status of the audiometer, and the quality of audiometric test records are crucial to hearing loss prevention program success. Useful information may be determined from the audiometric records as well as from those who actually administer the tests. Yes No Has the audiometric technician been adequately trained, certified, and recertified as necessary? Do on-the-job observations of the technicians indicate that they perform a thorough and valid audiometric test, instruct and consult the employee effectively, and keep appropriate records? Are records complete? Are follow-up actions documented? Are hearing threshold levels reasonably consistent from test to test? If not, are the reasons for inconsistencies investigated promptly? Are the annual test results compared to baseline to identify the presence of a standard threshold shift? Is the annual incidence of standard threshold shift greater than a few percent? If so, are problem areas pinpointed and remedial steps taken? Are audiometric trends (deteriorations) being identified, both in individuals and in groups of employees? Do records show that appropriate audiometer calibration procedures have been followed? Is there documentation showing that the background sound levels in the audiometer room were low enough to permit valid testing? Printed Date: 2/6/2016 Page 17 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 Are the results of audiometric tests being communicated to supervisors as well as to employees? Has corrective action been taken if the rate of no-shows for audiometric test appointments is more than about 5%? Are employees incurring STS notified in writing within at least 21 days? Referrals Referrals to outside sources for consultation or treatment are sometimes in order, but they can be an expensive element of the hearing loss prevention program, and should not be undertaken unnecessarily. Yes No Are referral procedures clearly specified? Have letters of agreement between the company and consulting physicians or audiologists been executed? Have mechanisms been established to ensure that employees needing evaluation or treatment actually receive the service (i.e., transportation, scheduling, and reminders)? Are records properly transmitted to the physician or audiologist, and the Occupational Health Officer? If medical treatment is recommended, does the employee understand the condition requiring treatment, the recommendation, and methods of obtaining such treatment? Are employees being referred unnecessarily? Hearing Protection Devices When noise control measures are infeasible, or until such time as they are installed, hearing protection devices are the only way to prevent hazardous levels of noise from damaging hearing. Making sure that hearing protection is worn effectively requires continuous attention on the part of supervisors and program implementers as well as noise-exposed employees. Yes No Have hearing protectors been made available to all employees whose daily average noise exposures are 85 dBA or above? Are employees given the opportunity to select from a variety of appropriate protectors? Are employees fitted carefully with special attention to comfort? Are employees thoroughly trained, not only initially but at least once a year? Are the protectors checked regularly for wear or defects, and replaced immediately if necessary? If employees use disposable hearing protectors, are replacements readily available? Do employees understand the appropriate hygiene requirements? Have any employees developed ear infections or irritations associated with the use of hearing protectors? Are there any employees who are unable to wear these devices because of medical conditions? Have these conditions been treated promptly and successfully? Have alternative types of hearing protectors been considered when problems with current devices are experienced? Printed Date: 2/6/2016 Page 18 of 19 Hearing Conservation Program Document Number: OH-PRG-001 Revision: 002 Date Approved: 03/26/2013 Do employees who incur noise-induced hearing loss receive intensive counseling? Are those who fit and supervise the wearing of hearing protectors competent to deal with problems that can occur? Do workers complain that protectors interfere with their ability to do their jobs? Does the hearing protection interfere with spoken instructions or warning signals? Are these complaints followed promptly with counseling, noise control, or other measures? Are employees encouraged to take their hearing protectors home if they engage in noisy non-occupational activities? Are new types of potentially more effective protectors considered as they become available? Is the effectiveness of the hearing protector program evaluated regularly? Is each hearing protector user required to demonstrate that he or she understands how to use and care for the protector? Are the results documented? Administrative Keeping organized and current on administrative matters will help the program run smoothly. Yes No Have there been any changes in federal or state regulations? Have hearing loss prevention program policies been modified to reflect these changes Are copies of UW policies and guidelines regarding the hearing loss prevention program available in the offices that support the various program elements? Are those who implement the program elements aware of these policies? Do they comply? Are necessary materials and supplies being ordered with a minimum of delay? Are procurement officers overriding the hearing loss prevention program implementer’s requests for specific hearing protectors or other hearing loss prevention equipment? If so, have corrective steps been taken? Is the performance of key personnel evaluated periodically? If such performance is found to be less than acceptable, are steps taken to correct the situation? Has the failure to hear warning shouts or alarms been tied to any accidents or injuries? If so, have remedial steps been taken? Printed Date: 2/6/2016 Page 19 of 19