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Summary of the NIOSH inspection - Hamilton, OH
Mar 08, 2021

From: Hanna, Rick <>
Sent: Monday, March 08, 2021 1:19 PM
To: Dejuliis, Ralph <>;; Price, Bill <>; Egerman, Howard <>; Ramirez-Serrano, Jennifer S. <>
Cc: Murphy, Michael D. <>; Loni Marie Schultz <>
Subject: Workplace Safety Plan - Hamilton, OH. NIOSH Inspection
Importance: High

Hello All,

     Here is a summary of the NIOSH inspection that went on at the Hamilton, OH. FO.  I tried to cover it the best we could and provided a lot of “real world” scenarios or situations that we deal with. We also made sure that they understood what local Management could and couldn’t do- such as changes in leases and changes to overall SSA policy that would have to go through DCO or OEHOS.  I thought the NIOSH people came in knowing what they do- the lead was the Officer in Charge when the 1st flight came in from China and when the Carnival Cruise ship was quarantined. He performed the inspections on those and several other high-profile COVID outbreaks. They didn’t take generalities from SSA Management with the why’s & what do you actually do? They are to compile the notes and give a response back to SSA. So for now, here is a brief summary of my observations.

     Ralph has asked for a check-list for our people upon their return. The Committee is putting together some ideas now, I know the Agency has made a proposal about what they are supposed to do upon our return,  and we will tweak ours to fit our concerns. We will have to adjust it in the future as some issues will result from the NIOSH reviews.   


We have made a number of changes to support everyone’s safety in our offices:

  • Employees must complete daily self-screening prior to reporting to the workplace, as discussed in the attached HR Internal Communications email on Safety Protocols. Please refer to the enclosure.
  • All employees are required to wear cloth face coverings, covering the mouth and nose, while in the building.
    • Employees have the option of using their own face coverings or using the five (5) face coverings the agency will supply initially.
    • If you have not already done so, complete the agency training on Wearing and Removing Face Coverings when you return to the office.
  • Any person entering our workplace will be required to wear a face covering, as well.  The guards will be enforcing this policy.
  • Employees must comply with the Centers for Disease Control and Prevention’s (CDC) social distancing guidelines, maintaining at least 6 feet apart from others while in the office, whenever possible.
  • We will continue to minimize the number of employees in the office to maintain social distancing guidelines.
  • Enhanced cleaning protocols have been implemented, in accordance with CDC guidance, and cleaning supplies are available to use in your workstation or for high-touch areas. 
  • Hand sanitizer will be readily available.
  • Gloves will be available for use during mail handling and upon request.  You should complete the agency training on SSA's video on demand, if applicable, when you return to the office.
  • Additional temporary barriers have been installed in office reception and interview areas, where needed.
  • The public will continue to enter our offices by appointment only.
  • Employees should not congregate in common areas and should eat lunch at their desks, to maintain social distancing.

With few employees on site, we will be able to maintain social distancing and closely follow safety protocols.

The Health & Safety Committee,

Howard, Rick and Jen

Hamilton NIOSH Inspection.docx
National Council of Social Security Administration Field Operations
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