What Are The Responsibilities of HR During an OSHA Inspection?
The Occupational Safety and Health Administration (OSHA) regularly sends authorized representatives to workplaces to assess employee safety standards. During OSHA inspections, HR must take initiative to ensure a smooth process and corrective measures if needed.
| “HR must take an active, not a passive, role during OSHA inspections. They are integral to ensuring messages are clear and recommendations implemented.” – Rebecca Page, SPHR, SHRM-SCP, Director, HR Services, JER HR Group |
To help you be better prepared, this article will take a look at what HR managers should know about OSHA inspections and their responsibilities during the process. Please treat this article as an introduction to the subject. Be sure to take the time to familiarize yourself with any specific requirements in your industry or state.
What HR Managers Should Know About The OSHA Inspection Process
When is an OSHA Inspection Conducted?
OSHA inspections can occur at any time and are often unannounced. The reason why they do this is to ensure that workplace safety and health regulations are consistently followed. Unannounced inspections mean that workplaces cannot prepare in advance to present a false image of their compliance.
However, they aren’t always completely random. OSHA prioritizes situations where immediate harm could occur to workers. As such, inspections may also occur if there have been significant injuries or illnesses reported or if a worker complains. That said, OSHA will randomly select workplaces for inspection as well.
In addition, OSHA conducts programmed inspections in industries with high injury and illness rates. These are planned based on specific criteria, such as the nature of work or the industry’s average rate of workplace incidents. Examples of high risk industries include construction, manufacturing, and healthcare.
Types of Inspections
OSHA conducts several types of inspections, each with a specific focus and purpose. Understanding these can help you anticipate what to expect.
| Inspection | Description |
| Imminent Danger Inspections | These are the highest priority. They occur when there’s a belief that a condition or practice in the workplace presents a danger that could cause death or serious physical harm. |
| Fatality/Accidents Inspections | These are triggered by workplace incidents resulting in a fatality or hospitalization. The aim is to determine the cause of the accident and whether violations of OSHA standards contributed to the event. |
| Complaint Inspections | Initiated after an employee complaint, these focus on the alleged violations described in the complaint. They ensure that workplaces are adhering to OSHA standards and correcting reported hazards. |
| Referral Inspections | These occur when a federal, state, or local agency, individual, organization, or the media report a hazard. They are similar to complaint inspections but are based on referrals. |
| Programmed Inspections | These are planned inspections targeting specific high risk industries. The goal is to reduce the rates of workplace injuries and illnesses in these sectors. |
| Follow-Up Inspections | After an inspection that has resulted in citations, OSHA may conduct follow-up inspections to verify that cited violations have been corrected. |
What Are The 3 Phases of an OSHA Inspection?
An OSHA visit generally goes through 3 distinct phases. Understanding these phases can help HR managers manage expectations as they conduct their duties.
1. Opening Conference
First, the OSHA inspector introduces themselves to the employer. The purpose of the meeting is to explain why the workplace was selected for inspection and the scope of the inspection.
During this conference, the inspector will also review documents such as OSHA 300 logs and safety programs. This phase sets the tone for the inspection and provides an overview of the areas and issues that will be examined.
2. Walkaround Phase
Following the opening conference, the OSHA inspector conducts a thorough walk-through of the workplace. This phase involves the physical inspection of the workplace to identify potential safety and health hazards.
The inspector observes safety conditions, conducts employee interviews, and may take photographs or samples. They will focus on areas that are most likely to have safety hazards or have been the subject of complaints or referrals.
3. Closing Conference
The final phase is the closing conference. Here, the inspector discusses their findings with the employer, pointing out any unsafe conditions or violations observed during the walkaround. They may also discuss potential penalties and corrective actions.
The inspector will provide information on the rights and procedures for an appeal and a timeline for correcting the identified issues. It’s an opportunity for employers to ask questions and understand the next steps.
| Learn About More Ways You Can Avoid HR Risks |
What is HR’s Role During This Process?
Preparing Documentation
HR is responsible for gathering and presenting all relevant safety policies, training records, and injury logs before and during the Opening Conference. This step showcases your organization’s compliance with OSHA standards. Ensuring these documents are up-to-date and accessible demonstrates thorough preparation and a commitment to workplace safety.
Facilitating the Walkthrough
During the Walkaround Phase, HR’s role is to guide the OSHA inspector through the facility. You must provide necessary information about workplace practices and safety measures. It’s also important to facilitate effective communication between the inspector and the employees. That allows the inspector to gain a comprehensive understanding of the workplace environment.
Communication Management
Effective communication is essential throughout the inspection process. HR acts as a bridge between the inspector, management, and employees. This involves making sure employees are comfortable engaging with the inspector and relaying any concerns or observations from the inspector to upper management.
Addressing Violations
After the Closing Conference, HR collaborates with management to address any violations identified during the inspection. This involves developing a corrective action plan, which may include revising safety protocols, implementing new training programs, or making physical changes to the workplace.
Implementing Changes
Post-inspection, HR is responsible for ensuring that the necessary changes are made. This could be an ongoing process. It will involve updating safety procedures, conducting training sessions, and continuously monitoring for compliance.
Contact Professional HR Consultants to Help You Verify Your OSHA Compliance
Before an OSHA compliance officer visits your facility, your HR team can take proactive measures to ensure compliance. Although you usually don’t know when an inspection will occur, it’s important to consistently verify your safety protocols both to ensure a smoother inspection and to promote employee safety.
That’s why it’s always a good idea to reach out to expert HR compliance specialists like those from JER HR. Our team has over 30 years of experience in the HR world, including extensive experience with OSHA standards. If you want to give your organization an OSHA check-up before an inspection occurs, we can help.
Reach out today for your free 3-minute assessment.
What Are The Responsibilities of HR During an OSHA Inspection?
The Occupational Safety and Health Administration (OSHA) regularly sends authorized representatives to workplaces to assess employee safety standards. During OSHA inspections, HR must take initiative to ensure a smooth process and corrective measures if needed.
| “HR must take an active, not a passive, role during OSHA inspections. They are integral to ensuring messages are clear and recommendations implemented.” – Rebecca Page, SPHR, SHRM-SCP, Director, HR Services, JER HR Group |
To help you be better prepared, this article will take a look at what HR managers should know about OSHA inspections and their responsibilities during the process. Please treat this article as an introduction to the subject. Be sure to take the time to familiarize yourself with any specific requirements in your industry or state.
What HR Managers Should Know About The OSHA Inspection Process
When is an OSHA Inspection Conducted?
OSHA inspections can occur at any time and are often unannounced. The reason why they do this is to ensure that workplace safety and health regulations are consistently followed. Unannounced inspections mean that workplaces cannot prepare in advance to present a false image of their compliance.
However, they aren’t always completely random. OSHA prioritizes situations where immediate harm could occur to workers. As such, inspections may also occur if there have been significant injuries or illnesses reported or if a worker complains. That said, OSHA will randomly select workplaces for inspection as well.
In addition, OSHA conducts programmed inspections in industries with high injury and illness rates. These are planned based on specific criteria, such as the nature of work or the industry’s average rate of workplace incidents. Examples of high risk industries include construction, manufacturing, and healthcare.
Types of Inspections
OSHA conducts several types of inspections, each with a specific focus and purpose. Understanding these can help you anticipate what to expect.
| Inspection | Description |
| Imminent Danger Inspections | These are the highest priority. They occur when there’s a belief that a condition or practice in the workplace presents a danger that could cause death or serious physical harm. |
| Fatality/Accidents Inspections | These are triggered by workplace incidents resulting in a fatality or hospitalization. The aim is to determine the cause of the accident and whether violations of OSHA standards contributed to the event. |
| Complaint Inspections | Initiated after an employee complaint, these focus on the alleged violations described in the complaint. They ensure that workplaces are adhering to OSHA standards and correcting reported hazards. |
| Referral Inspections | These occur when a federal, state, or local agency, individual, organization, or the media report a hazard. They are similar to complaint inspections but are based on referrals. |
| Programmed Inspections | These are planned inspections targeting specific high risk industries. The goal is to reduce the rates of workplace injuries and illnesses in these sectors. |
| Follow-Up Inspections | After an inspection that has resulted in citations, OSHA may conduct follow-up inspections to verify that cited violations have been corrected. |
What Are The 3 Phases of an OSHA Inspection?
An OSHA visit generally goes through 3 distinct phases. Understanding these phases can help HR managers manage expectations as they conduct their duties.
1. Opening Conference
First, the OSHA inspector introduces themselves to the employer. The purpose of the meeting is to explain why the workplace was selected for inspection and the scope of the inspection.
During this conference, the inspector will also review documents such as OSHA 300 logs and safety programs. This phase sets the tone for the inspection and provides an overview of the areas and issues that will be examined.
2. Walkaround Phase
Following the opening conference, the OSHA inspector conducts a thorough walk-through of the workplace. This phase involves the physical inspection of the workplace to identify potential safety and health hazards.
The inspector observes safety conditions, conducts employee interviews, and may take photographs or samples. They will focus on areas that are most likely to have safety hazards or have been the subject of complaints or referrals.
3. Closing Conference
The final phase is the closing conference. Here, the inspector discusses their findings with the employer, pointing out any unsafe conditions or violations observed during the walkaround. They may also discuss potential penalties and corrective actions.
The inspector will provide information on the rights and procedures for an appeal and a timeline for correcting the identified issues. It’s an opportunity for employers to ask questions and understand the next steps.
| Learn About More Ways You Can Avoid HR Risks |
What is HR’s Role During This Process?
Preparing Documentation
HR is responsible for gathering and presenting all relevant safety policies, training records, and injury logs before and during the Opening Conference. This step showcases your organization’s compliance with OSHA standards. Ensuring these documents are up-to-date and accessible demonstrates thorough preparation and a commitment to workplace safety.
Facilitating the Walkthrough
During the Walkaround Phase, HR’s role is to guide the OSHA inspector through the facility. You must provide necessary information about workplace practices and safety measures. It’s also important to facilitate effective communication between the inspector and the employees. That allows the inspector to gain a comprehensive understanding of the workplace environment.
Communication Management
Effective communication is essential throughout the inspection process. HR acts as a bridge between the inspector, management, and employees. This involves making sure employees are comfortable engaging with the inspector and relaying any concerns or observations from the inspector to upper management.
Addressing Violations
After the Closing Conference, HR collaborates with management to address any violations identified during the inspection. This involves developing a corrective action plan, which may include revising safety protocols, implementing new training programs, or making physical changes to the workplace.
Implementing Changes
Post-inspection, HR is responsible for ensuring that the necessary changes are made. This could be an ongoing process. It will involve updating safety procedures, conducting training sessions, and continuously monitoring for compliance.
Contact Professional HR Consultants to Help You Verify Your OSHA Compliance
Before an OSHA compliance officer visits your facility, your HR team can take proactive measures to ensure compliance. Although you usually don’t know when an inspection will occur, it’s important to consistently verify your safety protocols both to ensure a smoother inspection and to promote employee safety.
That’s why it’s always a good idea to reach out to expert HR compliance specialists like those from JER HR. Our team has over 30 years of experience in the HR world, including extensive experience with OSHA standards. If you want to give your organization an OSHA check-up before an inspection occurs, we can help.
Reach out today for your free 3-minute assessment.
