OhioBWC - Basics: (Policy library) - File

 

Policy Name:

School Safety and Security Grant (SSSG) Program

Policy #:

SP-19-04

Code/Rule Reference:

ORC 4121.37 and OAC 4123-17-56.

Effective Date:

November 1, 2018

Origin:

Division of Safety & Hygiene (DSH)

Supersedes:

N/A

History:

New policy issued November 29, 2018.

Review Date:

November 1, 2023

 

 

I.       Policy Purpose

 

BWC created the School Safety and Security Grant (SSSG) Program as an extension and modification of BWC’s general industry Safety Intervention Grants Program. BWC uses the SSSG Program to partner with Ohio schools to substantially reduce or eliminate injuries or illnesses among school employees and students.

 

II.     Applicability

 

This policy applies to BWC Division of Safety & Hygiene (DSH), employers and their authorized representatives.

 

III.    Definitions

 

A.     Fast track grants: Applications for specific equipment where there is high risk for injuries and illnesses, and the specific equipment is likely to have a significant impact on eliminating future injuries and illnesses.

B.     Post report and assessment: A review of the worksite and newly purchased and implemented equipment using a checklist to observe and evaluate the area or task where the equipment is used.

C.      Pre report and assessment: A review of the worksite prior to implementation of the grant purchased equipment using a checklist to observe and evaluate the area or task where the equipment will be used.

D.     Retroactive purchases: Equipment purchased prior to the receipt of the warrant from BWC for the safety intervention grant. This includes ordered equipment, paid equipment, and received paid equipment.

E.      The following definitions found in the Safety Intervention Grants Program policy do not apply to the SSSG Program: comprehensive safety report, eligibility cycle, moratorium list, and routine replacement equipment.

IV.   Policy

A.     Unless otherwise specified in this policy, all application requirements, eligibility, participation criteria, reporting, and procedures stated in the Safety Intervention Grants Program policy apply to the applicants and participants of the SSSG Program. BWC will use this policy to set forth the unique components of the SSSG Program.

B.     Eligibility criteria.

1.      The employer must be a state fund private or public taxing district employer that has employees who work with students. The employer must provide information on the application clearly describing the student population.

2.      Eligible employers include: public and private K-12 schools, charter schools, joint vocational school districts and licensed pre-schools in Ohio.

3.      Colleges and universities are not eligible for the SSSG Program.

4.      The maximum lifetime total grant amount an employer can receive is $40,000. The employer may only use grant funds to purchase equipment described in this policy.

5.      Equipment purchases have a three-to-one matching grant requirement. This means BWC gives $3 for every $1 the employer contributes.

6.      Employers participating in the Safety Intervention Grant Program are eligible to apply.

a.      Employers may apply for the SSSG Program even if they have received up to $40,000 in their current Safety Intervention Grants eligibility cycle.

b.      Employers who are in the Safety Intervention Grants Program must be up to date on all required documentation and reports to be eligible to apply for the SSSG Program.

7.      BWC reserves the right to visit the employer based on the information provided in the application and complete:

a.      A pre report and assessment before approval of the application, and/or

b.      A post report and assessment after the approval of the grant application.

8.      The employer is not required to:

a.      Demonstrate the need for a safety intervention by describing the significance of the problem and the effectiveness of the proposed solution.

b.      Provide two years of baseline data.

C.      Pre-application steps.

1.      The employer must access BWC’s web site and download, complete, and submit the Application for School Safety and Security Grant (SH-56).

2.      The employer must provide BWC with the following information:

a.      Description of organization.

b.      Description of the job tasks impacted by the proposed equipment.

c.      The number of employees performing these tasks.

d.      The number of students receiving services from the employer.

3.      The employer must obtain detailed price quote(s) from the equipment vendor. The quote must be specifically for the employer applying for the grant and must list all items to be purchased. The price quote(s) must include a contact name and contact phone number from the equipment vendor. BWC highly recommends obtaining quote(s) valid for one hundred twenty (120) days or longer.

4.      The employer is not required to contact the local BWC customer service office to schedule an assessment by a BWC safety consultant.

D.     Application requirements.

1.      The employer may only apply for and use grant funds to purchase the following:

a.      Employee safety interventions.

i.       Flooring/floor coatings to reduce slip hazards.

ii.      Lightweight lunch tables that reduce lifting and handling hazards.

iii.     Motorized bleacher systems.

iv.     Safe food fryers.

v.      Cutting/slicing equipment.

vi.     Floor cleaning machines.

b.      Incident response equipment.

i.       Equipment bags/backpacks stocked with trauma first aid supplies.

ii.      Two-way communication devices and software designed to interface with emergency responders.

iii.     School-wide panic alarm/panic button system.

c.      Facility/transportation/grounds security.

i.       Interior and exterior security doors and mechanisms (e.g., panic bars or other fire code compliant door locking mechanisms, bullet proof glass, bullet resistant coating materials for existing glass).

ii.      Protective vehicle crash barriers in front of entrances.

iii.     Modifications of building/facility entrances to restrict access.

iv.     Secured keycard or keycode systems.

v.      Metal detectors (fixed or portable).

vi.     Security cameras.

vii.   Emergency (police dispatch) call poles.

2.      BWC will not approve an SSSG Program application for any equipment not listed in section IV.D.1. above.

3.      The employer must answer all the questions on the application.

4.      The employer must submit the completed application in writing to BWC.

5.      Section V (Budget) and Section VI (Agreement) of the application require the signature of an employee who has fiduciary responsibility for the employer.

6.      The employer agrees the signer of the agreement, or his or her successor, will have the authority and responsibility to ensure the employer’s SSSG Program obligations are fulfilled to:

a.      Purchase and implement the equipment,

b.      Provide receipt documentation to BWC within one hundred twenty (120) days of the date of the grant award, and

c.      Submit a case study to BWC one year after the anticipated equipment implementation date provided on the SH-56.

7.      There are no quantity limitations to the items listed in section IV.D.1.

8.      When a school, which falls under a municipality’s BWC policy number or a county’s BWC policy number, applies for a grant, BWC will distribute the grant funds to the municipal board or county board for the approved use.

E.      BWC evaluation of application.

1.      BWC will consider the employer’s application complete if the following items are received:

a.      The completed application.

b.      The Statement of Agreement with original signatures.

c.      The Budget page with original signatures and corresponding vendor quotes.

2.      The SSSG Program grants are considered fast track grants and are reviewed by two members of the Review Committee who recommend either approval or denial of the application to the Superintendent of DSH.

F.      Operation of program.

1.      The employer must agree to submit one case study to BWC one year after the implementation of the equipment.

a.      The case study must be submitted within thirty (30) days of the one-year anniversary of the equipment implementation date.

b.      The employer may request assistance from a BWC safety consultant.

c.      The employer must complete and submit the case study online through a link provided on the SSSG Program web page.

d.      BWC will require an employer who fails to adhere to the case study reporting requirement to reimburse the full amount of the grant.

e.      Two and three-year case study reports are encouraged but are optional.

2.      The employer is not required to submit quarterly data reports to BWC for two years after the equipment is implemented.

3.      BWC reserves the right to observe the equipment and complete a post report and post assessments..

4.      There are no life expectancy requirements for the equipment purchased.

5.      BWC will not approve, and the employer may not use, grant funds for retroactive purchases.

G.     Scenarios.

1.      A school received a Safety Intervention Grant in the amount of $40,000 to purchase a portable scissor lift to assist facility maintenance tasks. The grant check was dated five months prior to an SSSG Program application to purchase slip resistant flooring for the elementary school kitchen.  The employer has not provided BWC the required receipt documentation for the Safety Intervention Grant Program.

 

Response: An employer participating in the Safety Intervention Grants Program must be current on all receipt documentation and reporting to be eligible for the SSSG Program. This employer will not be eligible to apply for the SSSG Program until the required documentation is submitted.

2.      A school applies for the SSSG Program in the amount of $5,000 to cover the cost of first-aid/trauma kits. Two months after receiving the grant, the employer applies for $18,000 to purchase security cameras. What are the matching amounts and can the district submit a third grant for other items on the list?

 

Response: If the total cost of the trauma kits is $5,000, the 3 to 1 employer match for this grant is $1,250. The employer match for $18,000 to purchase security cameras is $4,500.  The employer still has $22,750 ($40,000 - $3,750 - $13,500) available from BWC for future applications under the program until maximum total grant funds are exhausted.