Short Service Employee Program

Purpose

This program is intended to help employers keep new employees, whether experienced or inexperienced, safe and on the job. Employers should adapt the program to fit their unique needs.

Importance

During the past decade, newly assigned employees in the Texas Oil and Gas Association safety group suffered the highest rates of fatalities and catastrophic injuries. 

Approximately 65% of fatalities occurred within the first year of service. About 34% of fatalities occurred within the first three months of a new assignment! 

There is clearly an urgent need and opportunity for employers to address this problem and safeguard newly hired workers. The following information will help you create a Short Service Employee Program or improve an existing program.

Scope

This procedure applies to all company facilities and worksites.  It is important to ensure that newly placed employees work under the direction of experienced personnel.

Short Service Employees should make up no more than 50% of a single crew at one time.. Further, a crew of 5 employees or less should include no more than one Short Service Employee at a time.  Subcontractors should be included in this program.

A Short Service Employee (SSE) should be under this program for at least six months and until the SSE demonstrates the knowledge and skills necessary to perform their tasks safely.

Definitions

Mentoring - a process of transferring skills and knowledge from one person to another in a work environment.

Supervisor – The individual responsible for the direct supervision and oversight of an employee.

Short Service Employee (SSE) – A newly placed full-time or temporary employee or subcontractor with less than six months’ experience in assigned job.

Short Service Employee Mentor-Person with at least 6 months’ employment with the company who has demonstrated safe and efficient work habits.

Management Responsibilities

The responsibilities of company leadership and management are to set expectations, evaluate effectiveness and:

·         make and demonstrate a personal commitment to a strong and functional Health Safety and Environmental work culture,

·         establish a written, signed and dated HSE policy that sets compliance expectations for management and employees,

·         provide employees access to company policies, standards and procedures,

·         establish written HSE Orientation and Short Service Employee Programs for all employees newly assigned to any job or task,

·         ensure that all employees new to a job assignment are identified to the responsible supervisor(s) and placed into the HSE Orientation and Short Service Employee Programs, and

·         audit, review performance and take timely corrective actions to continually improve the effectiveness of the orientation and Short Service Employee Programs.

Supervisor Responsibilities

The responsibilities of Supervisors in the Short Service Employee Program are:

·         know which jobs and crews are using Short Service Employees,

·         ensure Short Service Employees are appropriately identified per this plan,

·         develop and communicate Job Safety Analyses (JSAs) to affected personnel upon initial assignment and when the operation changes,

·         ensure Short Service Employee Mentor possesses proper knowledge and skills in the job task assigned,

·         ensure Short Service Employee Mentor is adequately training SSE,

·         ensure Short Service Employee is gaining the necessary knowledge and skills in the job tasks, and

·         follow all safety rules and company policies.

Mentor Responsibilities

The responsibilities of the Mentor in the Short Service Employee Program are to:

·         be an experienced and responsible person assigned by the supervisor to work with the new employee, 

·         be selected based on a history of safe work and policy/procedural knowledge,

·         be able to communicate the expectations and characteristics of work tasks and their associated hazards,  

·         have a patient disposition, as well as the desire  and willingness to devote the necessary time to succeed as a mentor,

·         possess knowledge and skills in the job tasks assigned to the SSE,

·         be willing and able to effectively listen to the SSE to determine if the SSE is learning and retaining the knowledge being shared,

·         be willing to watch a SSE perform a job without interfering as long as the SSE is not in a position to harm themselves, others, the environment or the equipment,

·         adopt a positive safety attitude, avoid criticism, and strive to build confidence and self-esteem in the SSE,

·         be able to teach the SSE the proper way to create a quality JSA and to follow that JSA in performing tasks,

·         keep abreast of new equipment in their field of expertise,

·         refrain from taking shortcuts and doing anything else that jeopardizes health or safety,

·         demonstrate a positive work ethic at all times, and

·         introduce the SSE Checklist (Appendix B) to the new employee. The checklist is a tool to train the new employee and monitor progress,

·         review the checklist with the new employee periodically over a six-month period, and forward the information for supervisor and management review, and

·         follow all company policies and procedures.

Short Service Employee Responsibilities

The responsibilities of the Short Service Employee are to:

·         be willing to watch and listen to the Mentor,

·         establish a positive safety attitude toward assigned job tasks,

·         learn how to create and follow JSAs,

·         be willing to learn how to do each task in a safe and environmentally sound manner,

·         stop and report unsafe conditions immediately,

·         participate in safety meetings, and

·         follow all safety rules and company policies.

HSE Coordinator Responsibilities

The responsibilities of the HSE Coordinator in the Short Service Employee Program are to:

·         serve as subject matter resource to support the Supervisor and SSE

·         ensure the SSE gets the necessary safety training,and

·         follow all policies and procedures.

Procedures: The following procedures apply to the Short Service Employee Program.

Notification (Appendix A)

The HR department notifies worksite management/supervision and safety department of all newly hired or reassigned employees.  In turn, Management will notify the Safety Coordinator of new employees in their region who require training.

Orientation

·         Management will provide a company-approved orientation. The orientation will include a Job Orientation Checklist (Appendix C) that the supervisor reviews with each newly hired employee.

·         Each SSE will be provided orientation specifically based on job position and job-related topics prior to performing job tasks.

·         Each SSE will be taught how to access company policies, standards and procedures.

·         Satisfactory completion of the orientation must be signed and dated by the employee and supervisor.

Training

The supervisor will ensure that each SSE is properly trained per federal, state, industry, company and operator requirements before starting work when:

·         the employee is hired;

·         the employee is appointed a new job assignment; and

·         the employee is exposed to new substances, processes, procedures, equipment, etc that represent a new hazard to the employee.

The supervisor will ensure that each SSE is properly trained in:

·         the hazard(s) present in the workplace;

·         the policies, procedures, processes and PPE utilized to control these hazards and prevent illnesses, injuries, property damage and/or environmental incidents; and

·         the skills necessary to conduct their assigned jobs safely and efficiently while providing quality and economy.

Identification System

It is important for supervisors, co-workers and project managers to recognize a Short Service Employee; therefore, an identification system is developed for this purpose.  The identification system is a means of communicating to the workforce that the Short Service Employee is in a transitional period. It will not be a designation of in-experience or used to mark an employee as having lower skill sets.

The SSE will be identified by a vest, colored hardhat, decal or other clothing or PPE that prominently identifies the employee as a SSE employee.  For example, if a hardhat decal is used, it should be placed on each side of the hardhat with a label under the decal indicating the date when the employee is no longer considered to be a Short Service Employee. The Supervisor and the SSE Mentor will provide supervision and not allow the SSE to perform any task in which they have not been properly trained.  The Supervisor and the SSE Mentor will ensure that the SSE understands the task to be performed and the associated hazards.

The Supervisor removes the decals and other identifiers upon expiration of the SSE term, and after verifying that the SSE exhibits a knowledge and skill level to perform the job tasks assigned.

Documentation

The HR Specialist completes the SSE Notification form for new employees (Appendix A) and forwards to the Supervisor.

Upon completion of training, supervisor signs off and forwards notification form to HR.

All records for the SSE Orientation and Training should be maintained at the employee’s location by the Supervisor.

SSE Quality Assessment and Control

·         Management should review the effectiveness and quality of the Short Service Employee Program at least annually. 

·         SSE Orientation and Training documentation should be audited for accuracy, timeliness and completeness.

·         Onsite inspections should be conducted to ensure that supervisors, mentors and Short Service Employees are adhering to the SSE Program.

·         The number of incidents involving new employees should be measured, compared to the general workforce and evaluated for trends or performance variations.

·         Management should ensure that all program deficiencies are promptly corrected and documented.

Appendix A

COMPANY SHORT SERVICE EMPLOYEE

NOTIFICATION FORM

Short Service Employee Information (completed by HR Specialist)

Employee Name (Print)
Employee Hire Date	Change Date:
Current Job Title
Time in Present Position
Years of Oilfield Experience
Types of Oilfield Experience

SSE Mentor Information (completed by Supervisor)

Employee Name (Print)
Employee Hire Date
Current Job Title
Time in Present Position
Years of Oilfield Experience
Types of Oilfield Experience

Supervisor Sign-Off (Send to Project Manager)

Print Name:

Print Job Title:

Signature:

Send to Safety and HR Directors and retain in employee’s files.

Employee has received the required Safety Orientation	Yes		No
Employee has received all required Safety Training  *	Yes		No
Employee has received the required safety training except (Attach list of any exceptions)	Yes		No

* Safety training shall be determined and conducted by individual company policies and procedures, in compliance with all regulatory requirements.

Appendix B

Short Service Employee Check List

Mentor’s Initials as Completed	SSE Initials as Completed	Short Service Employee sets clear expectations and consequences for safe behaviors.
		Does not take unnecessary risks.
		Asks for help when needed.
		Does not try to lift or handle too heavy of a load. Gets mechanical help when needed.
		Raises awareness of possible hazards.
		Intervenes with unsafe behaviors.
		Understands his/her “stop work” authority and responsibility
		Short Service Employee demonstrates ability to do job required:
		Works in a craftsman-like manner.
		Has clear understanding of job to be done.
		The new employee can use tools safely by:
		Communicating
		Demonstrating
		Observing
		New Employee is able to identify the following at the work site:
		Struck by hazards
		Crushed by hazards
		Burns and scalds
		Sharp objects and precautions
		Trip hazards and precautions
		Electrical hazards and precautions
		Fall hazards and precautions
		Hot and / or cold surfaces, piping and equipment
		Chemical hazards and precautions
		Emergency procedures
		Emergency communications
		Respiratory hazards and precautions
		Toxic substance hazards and precautions (ex. Bromide)
		Any additional hazards specific to the job site
		Short Service Employee exhibits compliance to:
		General safety rules and policies
		Safety rules and policies specific to the job being performed
		Housekeeping policies
		PPE requirements
		Short Service Employee shows competency on following equipment:
		a.     Equipment Name:
		b.     Equipment Name:
		c.     Equipment Name:
		Other:

_______________________________________      _____________________________________________________

 Mentor                                                                     New Employee

________________________                ____________________________

        Today’s Date                                                    New Hire Date

Review Dates:   30 day review__________  60 day review__________   90 day review___________

  120 day review__________ 150 day review__________ 180 day review___________

DIST:              Site Supervision - original                 Project File – copy               Safety Dept. - copy             

Appendix C

Job Orientation Guide

Company:	(Enter your Company Name)	Employee:	(Enter Employee Name
Trainer:	(Enter Name of Trainer)	Hire Date:	(Enter Employee's Hire Date)
Date	(Enter Date of Orientation)	Position:	(Enter Employee's Job Title)

This checklist is a guideline for conducting employee safety orientations for employees new to (Customize by adding the name of your company).  Once completed and signed by the supervisor and employee, it serves as documentation that orientation has taken place. 

					Date	Initials
1.	Explain the company safety program, including:
			Orientation		______	______
			On-the-job training		______	______
			Safety meetings		______	______
			Accident investigation		______	______
			Disciplinary action		______	______
2.	Use and care of personal protective equipment, (e.g., hard hat, fall protection, eye protection, foot protection, FRC, etc.)				______	______
3.	Line of communication and responsibility for immediately reporting accidents.
	A.	When to report an injury			______	______
	B.	How to report an injury			______	______
	C.	Who to report an injury to			______	______
	D.	Filling out accident report forms			______	______
4.	General overview of operation, procedures, methods and hazards as they relate to the specific job				______	______
5.	Pertinent safety rules of the company				______	______
6.	“Stop Work” Authority and responsibility is understood
7.	First aid supplies, equipment and training
	A.	Obtaining treatment			______	______
	B.	Location of Facilities			______	______
	C.	Location and names of First-aid trained personnel			______	______
8.	Emergency plan
	A.	Exit location and evacuation routes			______	______
	B.	Use of fire fighting equipment (extinguishers, hose)			______	______
	C.	Specific procedures (medical, chemical, etc.)			______	______
9.	Vehicle safety				______	______
10.	Personal work habits
	A.	Serious consequences of horseplay			______	______
	B.	Fighting			______	______
	C.	Inattention			______	______
	D.	Smoking policy			______	______
	E.	Good housekeeping practices			______	______
	F.	Proper lifting techniques			______	______

NOTE TO EMPLOYEES:  Do not sign unless ALL items are covered and ALL questions are satisfactorily answered.

The signatures below document that the appropriate elements have been discussed to the satisfaction of both parties, and that the supervisor and the employee accept responsibility for maintaining a safe and healthful work environment.

Date: ________________      Supervisor’s Signature: _________________________

Date: ________________      Employee’s Signature: __________________________