Why employees should perform pre-use stepstool inspections

What is used oil?

The EPA defines used oil as any petroleum-based or synthetic oil that has been used and is contaminated by physical or chemical impurities. Common sources of used oil in industrial operations include:

• Motor oil and lubricants from vehicle maintenance
• Hydraulic fluids used in heavy machinery
• Metalworking fluids and coolants
• Compressor oils used in air compression systems

According to EPA regulations (40 CFR Part 279), used oil is presumed to be managed under the less stringent used oil management standards unless it meets hazardous waste criteria.

Used oil becomes hazardous waste if:

• It is mixed with hazardous waste (e.g., solvents or heavy metals)
• It contains more than 1,000 parts per million (ppm) of total halogens, unless proven otherwise, or
• It is disposed of improperly, leading to environmental contamination.

If used oil is classified as hazardous waste, it must be managed in accordance with the applicable solid and hazardous waste requirements.

EPA requirements for used oil disposal

The EPA requirements for used oil consist of three different aspects, as outlined below.

1. Storage Requirements

Use leak-proof tanks and containers made of durable, non-earthen materials (e.g., steel, plastic, or concrete). Label all used oil containers with the words "Used Oil" to prevent misidentification. Prevent leaks and spills by using secondary containment systems and regularly inspecting tanks. Never mix used oil with hazardous waste unless authorized.

2. Transportation and Disposal

Used oil generators may transport up to 55 gallons of used oil to a registered collection center without an EPA ID number. If contracting a used oil transporter, ensure they have an EPA Identification Number.

Used oil must be:

• Recycled or re-refined into new oil.
• Burned for energy recovery in approved furnaces or boilers.
• Disposed of at an authorized hazardous waste facility if deemed hazardous.

3. Spill Prevention and Cleanup

Facilities storing large amounts of used oil must have a Spill Prevention, Control, and Countermeasure (SPCC) Plan. SPCC plans establish procedures, methods, and equipment requirements to prevent oil from reaching waterways, and to contain discharges of oil.

Any spills must be cleaned up immediately, and absorbent materials must be disposed of properly. Rags and shop towels contaminated with hazardous materials may be classified as hazardous waste.

OSHA regulations for handling used oil

While the EPA focuses on environmental compliance, OSHA (29 CFR Part 1910) regulates worker safety when handling used oil. Key OSHA requirements include:

1. Personal Protective Equipment (PPE)

Workers handling used oil must wear gloves and protective clothing to prevent skin exposure. Safety goggles or face shields are also important to avoid eye contact.

2. Hazard communication (HazCom) program

Employers must label all used oil containers with appropriate hazard information and train employees on safe handling procedures and emergency response.

3. Fire and Explosion Safety

Always store used oil away from ignition sources to prevent fire hazards. Ensure storage areas are ventilated to avoid vapor buildup.

State-Specific used oil disposal regulations

Many states have stricter used oil regulations than federal laws. For example:

• California classifies used oil as hazardous waste unless it meets specific recycling criteria.
• Texas requires additional storage permits for large generators.
• New York mandates annual reporting on used oil disposal activities.

To ensure compliance, check with your state’s environmental agency for state-specific used oil disposal rules and whether used oil is considered hazardous. Additional permits for transporting or processing used oil may be necessary.

Staying compliant with used oil disposal requirements

Ensuring compliance with EPA, OSHA, and state laws is essential for safety managers and shop supervisors handling used oil. By following proper storage, transportation, and disposal practices, businesses can reduce environmental risks, improve workplace safety, and avoid costly fines.

Key to remember: By staying informed and proactive, your facility can maintain safe, sustainable, and compliant used oil management practices.

Erosion controls vs. sediment controls

Both types of controls are important, but their functions are distinct. Construction sites should use erosion controls as the primary method and sediment controls as the backup method to reduce stormwater pollution.

Erosion controls prevent the land from wearing away. These measures stop soil particles from being dislodged and transported by stormwater or wind. Erosion controls are the first line of defense against stormwater pollution.

Erosion control examples include:

• Shoring excavated areas with retaining walls,
• Conducting construction work in concentrated areas at different times to minimize soil exposure, and
• Installing erosion control blankets on steep slopes.

Sediment controls capture soil particles that have been dislodged (i.e., eroded) before stormwater or wind moves them off the construction site. Sediment controls are the second line of defense, serving as backup BMPs.

Examples of sediment controls are:

• Protecting storm drain inlets with filtering materials (such as rock-filled bags),
• Installing fiber rolls around the perimeter to retain soil dislodged by runoff from small areas, and
• Adding a sedimentation basin to receive dewatering discharges.

Common BMP examples

EPA’s “National Menu of Best Management Practices (BMPs) for Stormwater-Construction” webpage details erosion controls and sediment controls frequently used at construction sites, including (but not limited to) the following:

Use both types of BMPs

The most effective way to control stormwater pollution at construction sites is by applying a selection of erosion controls and sediment controls that are coordinated to work together. Consider these examples:

• After an area has been graded, the exposed soil must be stabilized. A site can lay sod over the exposed soil (erosion control) and install a silt fence to catch any contaminated soil moved out of the area by stormwater (sediment control) while the sod takes root.
• Stormwater from upstream locations can flow through a construction site. To protect the disturbed land, a site can build a berm that diverts runoff away from the construction area (erosion control) to a basin where the sediment settles before the runoff is discharged (sediment control).
• When grading an area with a slope, stormwater can transport contaminated soil down the disturbed slope. A site can install a temporary slope drain that directs the runoff at the top of the slope to a pipe that carries it down the side of the slope (erosion control). The site may also add a sediment trap at the slope drain outlet to remove sediment from the runoff before it’s released (sediment control).

Check state and local requirements

Most states issue NPDES construction stormwater permits. Check the permit to confirm erosion control and sediment control requirements, as they may be more stringent at the state level.

Additionally, some local governments may impose requirements on construction sites. However, unless the local program is designated as a qualifying local program, compliance with local regulations may not mean that your construction site is compliant with EPA’s rules (and vice versa). Confirm with the local government whether additional requirements apply.

Key to remember: Construction sites must implement erosion controls and sediment controls to prevent stormwater pollution.

The results

From January 13–15, 2026, Operation SafeDRIVE investigated routes across D.C. and 26 states. These targeted enforcement actions resulted in 8,215 inspections with:

• 1,231 vehicles placed out of service;
• 704 drivers placed out of service; and
• 56 arrests.

The scope

The 26 states covered in addition to Washington D.C. in Operation SafeDRIVE’s scope included Alabama, Arkansas, Connecticut, Delaware, Florida, Georgia, Illinois, Kentucky, Louisiana, Maine, Maryland, Massachusetts, Mississippi, New Hampshire, New Jersey, New Mexico, New York, North Carolina, Oklahoma, Pennsylvania, Rhode Island, South Carolina, Tennessee, Texas, Virginia, and West Virginia.

The goal of the operation was to make sure all drivers are properly qualified and that their vehicles meet all the regulations.

Obtaining a hazmat endorsement

The process for obtaining a hazardous materials (hazmat) endorsement requires a little patience and time. The process requires a driver to undergo a hazmat endorsement background check. The driver’s name and fingerprints will be sent to the Department of Homeland Security (DHS), which will make sure that the driver does not pose a security risk. Also, the driver needs to meet immigration standards and have a clean criminal and mental-health record.

The Federal Motor Carrier Safety Administration’s (FMCSA) entry level driver training (ELDT) rule took effect in February of 2022. An individual obtaining a hazmat endorsement for the first time must complete specific theory instruction prior to taking the required knowledge test. The training must be provided by a school or entity listed on the FMCSA’s Training Provider Registry (TPR).

These requirements are in place because drivers that are hauling hazmat are transporting some of the most dangerous cargo on the road. Before sending a driver through the hazmat endorsement process, you must ensure that the driver must obtain the hazmat endorsement in the first place. Did you know that hauling hazmat does not automatically mean a driver will require the hazmat endorsement?

What are the rules?

A CDL hazmat endorsement is required when a driver is hauling hazmat that must be placarded or when the driver is hauling a select agent or toxin. A CDL hazmat endorsement is not required if a hazmat load does not require placarding. The basic rule of thumb is that no placards mean no hazmat endorsement is required.

However, the hazardous materials regulations allow placarding even if it is not required, and it is called permissible placarding. In these situations, a placard would be voluntarily displayed, and no hazmat endorsement would be required.

Always plan ahead

Knowing whether a driver needs a hazmat endorsement will protect your drivers and ensure that they are compliant while transporting placarded hazmat loads.

If you’ve determined that your driver requires a hazmat endorsement, you may want to get started right away. The process for obtaining the hazmat endorsement can take several weeks. In the meantime, make sure drivers do not transport a load of placarded hazmat without the hazmat endorsement.

Key to remember: A hazmat endorsement is required when a driver is hauling hazmat that must be placarded.

What is the NSC?

In 1987, the federal, provincial, and territorial Ministers responsible for Transportation and Highway Safety recognized that due to the deregulation of transportation, there was a need for harmonization and reciprocity in the management of commercial vehicles across Canada. The ministers then signed a memorandum of understanding to develop and implement the NSC to encourage road safety, promote efficiency in the motor carrier industry, and achieve consistent safety standards. The National Safety Code standards remain important instruments of public policy in promoting public safety and the safe and efficient movement of people and goods on Canadian roads.

What are the 16 standards?

The NSC is a set of minimum performance standards, applying to all persons responsible for the safe operation of commercial vehicles. There are 16 NSC standards made up of the following:

• Standard 1 Single Driver Licence Concept
• Standard 2 Knowledge and Performance Tests (Drivers)
• Standard 3 Driver Examiner Training Program
• Standard 4 Driver Licencing Classification
• Standard 5 Self-Certification Standards and Procedures
• Standard 6 Determining Driver Fitness in Canada
• Standard 7 Carrier and Driver Profiles
• Standard 8 Short-Term Suspension
• Standard 9 Commercial Vehicle Drivers Hours of Service
• Standard 10 Cargo Securement
• Standard 11 Maintenance and Periodic Inspection
• Standard 12 CVSA On-Road Inspection
• Standard 13 Trip Inspection
• Standard 14 Safety Rating
• Standard 15 Facility Audits
• Standard 16 Entry Level Training (Class 1)

Now that we have a better understanding of what the NSC represents and what the 16 standards are, let’s take a deeper dive into the standards that apply, starting with Motor Carriers.

NSC Standard 14 — Safety Rating

You might be wondering why we are starting with Standard 14. All provinces in Canada are required to issue an NSC number to all commercial carriers in their governing jurisdiction. A Safety Fitness Certificate (SFC) contains the NSC number, which is the unique identifier for each commercial operator. Ontario calls this number a Commercial Vehicle Operator’s Registration or CVOR.

If you have registered a vehicle that is regulated under the National Safety Code program in Canada, you are required to apply for a SFC or CVOR (Ontario). The SFC or CVOR gives you permission to operate a commercial vehicle.

There have been many new changes recently to the process of not only applying for an SFC but also in maintaining the required certificate. For example, in Alberta, it includes completing an NSC knowledge test online or NSC in a registry office, completing an NSC audit within 12 months of obtaining your SFC, and renewing your certificate every three years.

A provincial authority may not issue a safety fitness certificate to an extra-provincial motor carrier undertaking unless the provincial authority has determined that the undertaking has a “satisfactory”, “satisfactory unaudited” or “conditional” safety rating, as set out in section 5 of Part C of NSC Standard #14.

Safety Rating Categories

Responsibility for motor carrier safety resides, first and foremost, with motor carrier management. The Safety Rating Standard (Standard 14) establishes the motor carrier safety rating framework by which each jurisdiction shall assess the safety performance of motor carriers. There are four safety rating categories as follows:

• Using the information in the motor carrier profile;
• Assigning a value to each of the data listed in the motor carrier profile taking into account its severity and potential safety impact, in accordance with the National Safety Code Standard 7, Carrier Profile:
  • For the 24 months preceding the determination; or
  • In the case of a motor carrier whose motor carrier profile was established less than 24 months prior to the determination, for the period since its establishment;
• Normalizing the weighted data using the motor carrier’s fleet size to reflect the motor carrier’s exposure to risk; and
• Assigning a safety rating to the motor carrier in accordance with the safety rating categories.

The NSC’s safety fitness rests on three building blocks:

• NSC Standard 7: Carrier and Driver Profiles
• NSC Standard 14: Safety Rating
• NSC Standard 15: Facility Audit

Together, these standards provide the safety rating and management framework by which each jurisdiction assesses the safety performance of motor carriers. In part 3, we’ll cover Standards 7 and 15 in greater detail.

Key to remember: We have just touched the surface of the NSC standards and covered likely one of the most important when it comes to maintaining a safe rating and compliance with Jurisdictional regulations.

The ERG’s beginnings and its role today

The Emergency Response Guidebook was created to provide essential guidance to first responders, emergency personnel, and individuals dealing with hazardous materials incidents. Originating from a need to coordinate response efforts across various agencies, it offers critical information on identifying, assessing, and responding to hazardous materials incidents, ensuring effective and coordinated actions to protect lives, property, and the environment.

The initial response phase is that period following the first responders’ arrival at the scene of an incident, during which the presence and identification of hazardous materials is confirmed, protective actions and area securement are initiated, and assistance of qualified personnel is requested. The DOT distributes copies of the ERG to emergency responders throughout the United States. First responders rely on truck drivers to know and provide information on the contents of the cargo.

Click here to learn more about PHMSA.

Be ready, look ready

Looking prepared goes well beyond having a solid lesson plan. It’s about presenting yourself in a way that builds confidence before the session begins.

• Dress neatly and professionally to reinforce your credibility and show that the training matters.
• Bring enough handouts for every driver, plus a few extras.
• Arrive early to organize your materials, gather your thoughts, and welcome participants as they arrive.
• Make sure that all your electronic or technical equipment is set up and functions properly.

Start on time

Beginning your session at the scheduled time sends a clear message. It conveys that the training is important, and so are your drivers’ schedules. Starting late can frustrate those who arrived early or on time and can diminish your credibility before the session even begins. A timely start keeps the group focused and ready to learn.

Open with purpose and perspective

Begin each session by helping drivers understand the purpose of the training and why it matters.

To craft an effective introduction, put yourself in your drivers’ place. If you were attending the session, what would you want to know about it before starting? Framing the session from the drivers’ perspective creates early engagement and helps participants see the session’s value.

Set the tone

A lack of enthusiasm can quickly drain energy from a training session, no matter how strong the content. Displaying confidence and passion for the topic demonstrates your belief in its importance. When drivers see that you care, they’re far more likely to stay engaged.

End on time

Running beyond the scheduled end time can make drivers restless and reduce the impact of your session. Plan to finish about 10 minutes early. This gives you flexibility for discussion, clarifications, or final questions, while still honoring everyone’s time. A timely wrap up helps ensure your session ends with clarity and confidence.

Key to remember: Applying these five core practices sets the foundation for efficient training sessions that keep drivers engaged and deliver lasting results.

Do exempt carriers need to have proof of insurance?

Carriers that haul exempt commodities are required to have the minimum level of financial responsibility required by 49 CFR 387, and their insurance provider must provide the carrier with an MCS-90 endorsement. However, the insurance need not be on file with the FMCSA. Many states have insurance requirements both for the amount required and the need to carry proof of coverage in the vehicle. Federally exempt for-hire carriers are not exempted from any state requirement.

Are exempt for-hire carriers required to name process agents?

Currently, exempt-for hire carriers are not required to name process agents for each state of operation as other for-hire carriers are required to do so on the BOC-3 form. That may change when the FMCSA fully implements their Unified Registration System, or URS. The system was introduced with a final rule in the summer of 2013 and included a provision requiring exempt carriers to have process agents. Much of the rule was suspended at the beginning of 2017. At some point, the agency would like to get the URS ball rolling again.

Are exempt carriers exempt from IFTA, IRP, HVUT, and UCR?

Exempt for-hire carriers are not exempt from the alphabet soup of revenue generating programs of the International Fuel Tax Agreement (IFTA) allowing for the sharing of fuel tax revenue, the International Registration Plan (IRP) allowing for the sharing of vehicle registration fees, the Internal Revenue Service’s (IRS) tax for heavy vehicles that weight 55,000 pounds or more, or for the Unified Carrier Registration (UCR) revenue generating program.

Are exempt carriers exempt from the Federal Motor Carrier Safety Regulations (FMCSRs)?

Exempt carriers are not automatically exempt from the safety regulations such as driver qualifications, drug and alcohol testing, commercial driver licenses, vehicle inspections, or the hours-of-service rules. Although livestock and agriculture commodity carriers may qualify for the hours-of-service agriculture exemption.

Key to remember: “Exempt” commodity haulers are exempt from very little. Primarily they are exempt from needing for-hire authority and designating process agents.

Conflicting accounts of employee behavior

In this case, a long-time employee who suffered from a spinal condition causing severe lower back pain had been granted several accommodations over the years, including leaves of absence and a modified work schedule. His condition was worsening, and he needed to miss full days of work to attend physical therapy.

A staff meeting led by the employee started a chain of events that resulted in his termination. The employer said the employee appeared lethargic and overmedicated at the meeting, and that he mentioned eating a gummy and said it made him high.

According to the employer, the employee said he needed to take smaller doses in the future and drew a picture of the gummy to show how much he should eat.

The employee denied being lethargic or overmedicated at the meeting, however, and said he told a story about taking a CBD gummy that had made him sick. The over-the-counter CBD product had been recommended by his doctor to relieve pain, and the employer was aware of his CBD use. The employee denied being high or drawing a picture of the gummy.

A drug test and firing

A few days later, a supervisor and human resources representative met with the employee to discuss the staff meeting. The employee denied using marijuana, admitted to using CBD, and agreed to be drug tested.

The company had a policy requiring drug and alcohol testing if there was a reasonable suspicion that an employee was not fit for duty. The company also had a last chance agreement policy that allowed an employee to return to work after being found not fit for duty due to drug or alcohol use.

The employee’s test was positive for marijuana, and there was a dispute over whether CBD use could have led to the result. The employer fired the employee a few weeks later because of:

• Conduct at the staff meeting,
• A positive test for marijuana, and
• Dishonesty about marijuana use.

Lawsuit claims retaliation for accommodation requests

The employee filed a lawsuit claiming that the employer violated the ADA by retaliating against him after he requested accommodations for his condition.

Evidence presented in court raised questions about the employer’s real reason for firing the employee:

• The employee showed that other workers were not fired after drug and alcohol offenses but were allowed to return to work under a last chance agreement.
• A witness from human resources could not recall other non-probationary employees being terminated for a first-time marijuana offense.
• Case managers from a firm that administered the company’s fitness for duty program expressed disbelief and outrage that the employee had been let go without being offered a last chance agreement.
• There were inconsistencies in the staff meeting account, with employees testifying that the employee had not been lethargic or overmedicated.
• The employee was fired a month after requiring an accommodation to attend full-day physical therapy sessions.

The court’s decision

The court found enough evidence showing that the employee’s worsening disability could have been a factor in his termination to send the case to a jury.

Although the employer did provide nondiscriminatory reasons for firing the employee, the employee provided evidence showing that they might not have been the true motive for his termination.

The timing of the firing, uneven discipline, and contradictory accounts of the staff meeting allowed the employee’s retaliation claim to move forward. The court did not decide whether the employee was right, but determined that enough questions had been raised to let a jury hear the case.

Key to remember: A positive drug test can be a reason to take action against an employee, but treating an employee with a disability more harshly than other employees can lead to a lawsuit.

FMLA certification basics

Employers aren’t required to use certifications, but if they do, the U.S. Department of Labor (DOL) has five different certification forms to use for various FMLA leave situations.

The forms are as follows:

1. Certification of Health Care Provider for Employee's Serious Health Condition,
2. Certification of Health Care Provider for Family Member's Serious Health Condition,
3. Certification of Qualifying Exigency for Military Family Leave,
4. Certification for Serious Injury or Illness of a Current Servicemember for Military Family Leave, and
5. Certification for Serious Injury or Illness of a Veteran for Military Family Leave.

Let’s focus on the first two, as these are the most common ones HR administrators use.

Who can fill out an FMLA certification?

The FMLA regulations describe the person who has the authority to fill out a certification as a “health care provider.” The good news is, the regulations include a lengthy list of medical professionals who fit this role.

Under the FMLA, a health care provider includes:

• A doctor of medicine or osteopathy,
• A podiatrist,
• A dentist,
• A clinical psychologist,
• An optometrist,
• A chiropractor (limited to manual manipulation of the spine as demonstrated by X-ray),
• A nurse practitioner,
• A nurse midwife,
• A clinical social worker,
• A physician assistant,
• A Christian Science practitioner, and
• Any health care provider from whom the employer or the employer's group health plan's benefits manager will accept a medical certification to substantiate a claim for benefits.

To be qualified to fill out FMLA forms, medical professionals must be authorized to practice in the state and perform within the scope of their practice. This means that the provider must be authorized to diagnose and treat physical or mental health conditions.

What about doctors in a foreign country?

If an employee or an employee's family member is visiting another country, or a family member resides in another country, and a serious health condition develops, the employer must accept a medical certification from a health care provider who practices in that country. This includes second and third opinions.

If a medical certification from a foreign health care provider is not in English, the employee may be required to provide a written translation of the certification.

Key to remember: The FMLA regulations spell out which medical professionals can fill out certification forms.

Why the proposed change?

The DOL states that the proposed rule is “consistent with Supreme Court and federal circuit court precedent.”

“The rule we are proposing today is not only based on long-standing legal principles used in federal courts across the country but also is aimed at ensuring that workers and employers know how to apply those principles predictably,” said WHD Administrator Andrew Rogers in a press release. “The department believes that streamlined regulations in line with Congress’s intent when it passed the Fair Labor Standards Act would improve compliance, reduce misclassification, and reduce costly litigation in an economic environment that needs flexibility and innovation.”

The proposed rule would also apply the DOL’s streamlined analysis to the Family and Medical Leave Act and the Migrant and Seasonal Agricultural Worker Protection Act, both of which use the Fair Labor Standard’s Act’s (FLSA) statutory definition of “employ.”

How do the new standards differ from the Biden-era standards?

If passed into law, the 2026 proposed rule would:

• Apply an “economic reality” test to determine whether a worker is in business for himself or herself as an independent contractor or is an employee economically dependent on an employer for work.
• Identify and explain two “core factors” to help determine if a worker is economically dependent on an employer for work or in business for him- or herself:
  • The nature and degree of control over the work.
  • The worker’s opportunity for profit or loss based on initiative and/or investment.
• Identify other factors to help determine a worker’s status as an employee or independent contractor, including the amount of skill required for the work, degree of permanence of the working relationship, and whether the work is part of an integrated unit of production.
• Advise that the actual practice of the worker and the potential employer is more relevant than what may be contractually or theoretically possible.
• Provide eight fact-specific examples applying the factors to real-life circumstances.

The 2026 proposed rule is similar to the 2021 version which was finalized (but never took effect) at the end of President Trump’s first term, in that it leans heavily into the concept of an “economic reality” test, which analyzes if a person is financially dependent on an employer. If they are, then they’re an employee. The 2021 version also zeroed in on “core factors,” and a person’s opportunity for profit or loss, and the degree of control they have over their work.

The 2024 version under President Biden (which is currently still in effect today) focuses more on the “totality of the circumstances” when classifying workers. It looks at the whole picture and allows all factors to be weighed equally, with no predetermined weight assigned to a particular factor or set of factors. Instead, it uses a 6-part multifactor approach to classifying workers. These six factors include:

1. Opportunity for profit or loss depending on managerial skill.
2. Investments by the worker and the potential employer.
3. Degree of permanence of the work relationship.
4. Nature and degree of control.
5. Extent to which the work performed is an integral part of the potential employer’s business.
6. Worker’s skill and initiative.

Don’t these rules seem similar?

While the details of these rules might seem similar on the surface, the current 2024 rule makes it harder for employers to classify workers as independent contractors, which means companies must hire workers as employees, making them eligible for minimum wage, overtime pay, and other benefits that come with regular employment.

The crux of the 2021 and 2026 rules is that they allow a little more wiggle room for companies to classify workers as independent contractors, and, therefore, avoid having to comply with certain employment laws, like paying minimum wage.

Didn’t the DOL already rescind this rule?

Not officially, but in May 2025, the DOL issued a Field Assistance Bulletin to provide guidance to WHD field staff, and indirectly employers, about how to determine if someone should be classified as an employee or an independent contractor for purposes of FLSA compliance.

In a press release from May, the DOL said they were reviewing the 2024 independent contractor rule that went into effect during President Biden’s term.

Field staff were instructed not to apply the 2024 rule when investigating and enforcing FLSA employment matters. Instead, staff was to look back to the 2008 independent contractor rule, focusing on “economic realities” similar to the 2021 and 2026 versions.

What should businesses be doing in light of this new guidance?

For now, businesses should still follow the guidance from the 2024 Biden-era independent contractor rule, because that’s still in effect.

Employers should ensure they’re complying with all federal, state, and local employment laws, especially when it comes to properly classifying workers as either employees or independent contractors. Also, workers may not voluntarily waive their employee status and choose to be classified as independent contractors.

Even if the WHD field staff isn’t using the 2024 version, it’s still technically the law of the land. Nothing’s changed with the existing regulations relating to employee classification (or misclassification) but has more to do with how the WHD is allocating enforcement resources during the review of the 2024 rule. The 2024 rule will still be the basis of any private litigation.

No posting change expected

This rule isn’t expected to bring a mandatory change to the Employee Rights Under the Fair Labor Standards Act posting. The posting does mention independent contractors, but doesn’t include a detailed definition. Previous changes to the independent contractor rule haven’t brought about a mandatory FLSA posting change.

In addition, the proposed rule doesn’t mention a posting change and doesn’t include the cost of a posting change in the rule’s cost analysis.

Key to remember: The U.S. DOL announced plans to rescind the Biden-era federal independent contractor rule from 2024 through a formal rulemaking process.

Why DES slips under the radar

DES has a quantity of uncomfortable symptoms like dry or irritated eyes, blurred vision, headaches, neck pain, and even double vision. These symptoms can be signals of significant eye fatigue. The reason DES remains an "invisible epidemic" in many workplace safety discussions is due to a few factors:

• Non-Acute nature: Unlike a sudden injury, DES symptoms develop gradually. Employees might attribute discomfort to lack of sleep, allergies, or general stress rather than prolonged screen time.
• Lack of formal reporting: There isn't a standardized protocol for reporting "tired eyes" or "mild headaches" as a workplace injury, leading to under-reported statistics.
• Perceived normalcy: Many assume eye discomfort is an inevitable part of office work, normalizing symptoms that should be addressed.
• Focus on physical hazards: Traditional workplace safety prioritizes tangible physical risks, often overlooking ergonomic and visual health factors associated with digital work.

A 2025 Workplace Vision Health Report from VSP Vision Care shows just how impactful Digital Eye Strain can be. According to the report, nearly six in ten employees say digital eye strain negatively affects their productivity and effectiveness on the job. About half report that it diminishes their overall well-being and leaves them too tired to enjoy time outside of work and makes them more irritable throughout the day. Even more concerning, 27 percent of employees have taken time off due to eye strain.

How companies can integrate DES awareness

Luckily, there are prevention methods. Raising awareness and prevention of DES can be done by:

• Promoting the "20-20-20 Rule": This simple yet powerful rule is a cornerstone of DES prevention. Every 20 minutes, employees should look at something 20 feet away for at least 20 seconds. This helps relax the focusing muscles of the eyes and reduces dryness. Companies can implement gentle reminders through desktop pop-ups or shared calendar events.
• Self-Assessment Checklists: Provide employees with simple checklists to evaluate their own workstation ergonomics (screen distance, lighting, chair height).
• Invest in Eye-Friendly Tech: Encourage the use of anti-glare screen filters, adjustable monitor arms, and high-resolution displays. Offer or subsidize computer glasses designed to filter blue light and enhance contrast.
• Optimal Lighting: Educate employees on the importance of ambient lighting that minimizes glare on screens and avoids harsh overhead lights.
• Encouraging Regular Eye Exams: Promote the value of annual eye exams. Many DES symptoms can mimic or worsen underlying vision problems that only a professional can diagnose. Emphasize that these exams are not just for vision correction but for overall eye health monitoring.

Keys to remember: By proactively addressing Digital Eye Strain, companies don't just reduce discomfort; they invest in a more focused, productive, and healthier workforce.

What is “chip guarding”?

“Effective chip guarding” means any method or equipment which will prevent a chip or particle (of whatever size) from being blown into the eyes or unbroken skin of the operator or other workers.

Effective chip guarding may be separate from the air nozzle as in the case where screens or barriers are used. The use of protective cone air nozzles are acceptable in general for protection of the operator, but barriers, baffles or screens may be required to protect other workers if they are exposed to flying chips or particles.

What about the psi requirement?

The regulation requires the psi at the nozzle to be less than 30 when using compressed air for cleaning.

However, OSHA has said in interpretive guidance that the use of compressed air for cleaning purposes at pressures at or greater than 30 psi is permissible if the outlet or source is fitted with a relief device or air ports that drop the pressure to less than 30 psi if the flow is dead-ended.

What about cleaning clothing/bodies?

While the regulation does not specifically address the issue, in a letter of interpretation OSHA said that employers should not allow employees to use compressed air for cleaning themselves or their clothing in general industry situations. The eyes and other body parts, such as the respiratory system, may be damaged as the result of inadequate personal protective equipment, lack of chip guards, and/or uncontrolled release of compressed air.

The dangers

There are numerous dangers of improperly using compressed air:

• Embolism: If compressed air enters the bloodstream through a body opening or skin break, it can create an embolism (air bubble) that can be life threatening.
• Eye damage: Particles that are being blown can “blow back” and strike the eyes. The air itself can also cause injury if it is pointed toward the eyes.
• Hearing loss: Some compressed air equipment can be loud enough to damage hearing. Always wear proper PPE.
• Combustible dust: If compressed air is used to blow certain dusts, it can create a suspension in the air that could ignite if there is an ignition source.
• Respiratory: Particles or air can enter the respiratory system, posing deadly hazards.
• Whips: If not properly secured, hoses can whip and cause severe injury.

Workers must be trained that even extremely low pressures, such as 5 or 10 psi, can still cause severe damage if pointed toward the body, particularly the mouth, eyes, ears, or open areas in the skin.

Employers should train employees on the dangers of compressed air, and ensure the equipment is equipped with the necessary safety features and is properly maintained.

Supervisors should watch for improper use, particularly horseplay, and initiate corrective action. In addition, for many applications, a broom or shop vacuum may be just as effective at cleaning, and much safer. Compressed air may seem harmless, but if strict safeguards and practices are not utilized it can be deadly.

Look for systemic patterns

A pattern of incidents at one battery construction site is a great example of how individual decisions and company safety systems intertwine to determine the outcome of daily events. OSHA’s report on the March 2025 death of a company CEO showed that while individual decisions played a role, the fatality occurred within a broader pattern of systemic safety failures at the construction site.

According to Agency findings, the employee chose to cross a roadway while wearing a black vest instead of the required high visibility vest, which drastically reduced the employee’s visibility. At the same time, a site forklift driver was reportedly talking on the phone while operating the vehicle which also contributed to the result of the incident.

OSHA’s conclusions made clear that organizational systems and controls, not just the individuals’ choices, were the primary shortcomings. Multiple companies on site failed to enforce safety rules, maintain traffic controls, or ensure proper operator behavior. For example, the forklift driver’s employer received the largest fine for exposing workers to struck-by hazards and failing to ensure operators followed basic safety practices such as speed limits, phone use, use of spotters, and horn use when visibility was obstructed.

The report reflected an even larger pattern, finding that the employee’s death was one of many safety incidents at the construction mega site, which had recorded dozens of previous traumatic injuries, multiple fatalities, and at least 15 OSHA investigations. Previous incidents included falls, other forklift injuries, a conveyor entrapment, a pipe explosion, and a fatal crushing incident earlier in 2025. This track record should have been an early warning that system-level safety gaps and inconsistent safety management were key contributors, far outweighing any single person’s decisions.

Stomp out systemic failures

While individual decisions like walking into a traffic zone or operating equipment while distracted may influence an incident, they rarely tell the whole story. Root causes usually reflect deeper underlying weaknesses in the organization’s safety systems, such as:

• Fragmented safety oversight that leads to inconsistent enforcement of safety rules, policies, PPE requirements, and behavioral expectations;
• Inadequate traffic and equipment controls that invite a mingling of vehicles with pedestrians or dangerous forklift operational habits;
• Breakdowns in communication between workers including unreported injuries, language barriers, or inadequate signage that results in workers missing warnings or misunderstanding proper procedures; and
• Normalized incidents or near misses, which eventually become serious incidents and fatalities and result in a reactive rather than proactive safety culture.

These conditions can quickly create an environment where ordinary human mistakes are far more likely to lead to severe or fatal outcomes. Employers need to look beyond the individual employee decisions and investigate which systemic failures allowed the decision to become deadly. This is where OSHA regulations help.

Leverage OSHA regulations

You’ve likely heard the saying, “OSHA regulations have been written in blood” meaning someone (or many someones) have been seriously injured in the workplace which resulted in regulations aimed at protecting others from a repeat of similar situations.

Since OSHA was established nearly 55 years ago, its standards and enforcement efforts have helped save more than 712,000 workers’ lives. Even so, employers must continue to identify and strengthen gaps in their safety programs and systems to shield workers from the consequences of inevitable human decisions.

Employers shouldn’t just use OSHA regulations as a means for compliance but to actively protect workers by controlling hazards and setting clear expectations for safe work. Standards such as 1910.147 (Lockout/Tagout), 1910.1200 (Hazard Communication), 1926.501 (Fall Protection), and 1910.178 (Powered Industrial Trucks) give employers concrete requirements for preventing injuries and keeping employees safe on the job. Filling systemic safety gaps by using these standards can prevent thousands of serious injuries and fatalities every year. As demonstrated with this forklift struck-by fatality, most workplace deaths stem from hazards that OSHA rules are designed to control.

Key to remember: Serious incidents and fatalities are rarely caused by individual decisions but by broader system failures like insufficient safety oversight, inconsistent rule enforcement, and poor worksite communication. Employers can prevent these incidents by leveraging regulatory compliance to identify and correct weaknesses in their safety systems.

What prompted the changes?

OSHA revised and reissued the NEP based on enforcement history and combustible dust incident reports. The agency conducted more than 2,500 combustible dust inspections in fiscal years 2013 to 2017 and found 3,389 combustible dust violations during this period. The top five industries with combustible dust hazards were:

• Farm suppliers
• Institutional furniture manufacturers
• Metal window and door manufacturers
• Sheet metal work manufacturers
• Reupholstery and furniture repairing operations

The highest numbers of combustible dust-related fatalities and catastrophes during this period were:

• Animal food manufacturing
• Sawmills
• Wood manufacturing (e.g., cut-stock, re-sawing and planing)
• Agricultural processing facilities (e.g., grain and field beans)

Changes to targeted industries

Several industries with a higher likelihood of having combustible dust hazards (e.g., more than five inspections and greater than 50 percent of the inspections with combustible dust hazards) or experienced combustible dust-related fatalities/catastrophes were added to the NEP:

• 311812 – Commercial Bakeries
• 325910 – Printing Ink Manufacturing
• 321912 – Cut Stock, Resawing Lumber, and Planning
• 316110 – Leather and Hide Tanning and Finishing
• 321214 – Truss Manufacturing
• 424510 – Grain and Field Bean Merchant Wholesalers

Industries with a lower likelihood of having combustible dust hazards and a lower number of potential workers exposed were removed from the NEP:

• 22112 – Fossil Fuel Electric Power Generation
• 311821 – Cookie and Cracker Manufacturing
• 325810 – Pharmaceutical Preparation Manufacturing
• 326121 – Unlaminated Plastic Profile Shape Manufacturing
• 335932 – Noncurrent Carrying Wiring Device Manufacturing
• 337920 – Blind and Shade Manufacturing

What’s required?

Combustible dusts are fine particles that present an explosion hazard when suspended in air under certain conditions. Almost any material that will burn in air in a solid form has the ability to catch fire and explode as a dust. Under certain conditions, even materials that don’t burn when in larger form, such as aluminum or iron, can explode or catch fire as a dust. The force from such an explosion can cause employee deaths, injuries, and destruction of entire buildings. Such incidents have killed scores of employees and injured hundreds over the past few decades.

Although OSHA doesn’t have a standard specific to combustible dust, several general industry regulations, such as Ventilation (1910.94), Sawmills (1910.265), and Grain handling facilities (1910.272), address certain aspects of combustible dust hazards. Regardless of industry:

• Train employees to recognize and prevent the hazards associated with combustible dust.
• Follow the specific OSHA requirements for your operations and industry.
• List possible sources of dust in the workplace and areas of accumulation. Check safety data sheets (SDSs) for the materials used in the facility that might become combustible dust under normal operations.
• Ensure working surfaces are designed to minimize the buildup of dusts.
• Follow good housekeeping programs to prevent the buildup of dust, emphasizing regular cleaning of floors and horizontal surfaces (e.g., pipes, hoods, ledges, beams).
• Use grounding, bonding, and other methods to dissipate any electrostatic charge that could be generated while dust moves through ductwork.
• Ensure electrically-powered devices (e.g., vacuum cleaners) and equipment are approved for the hazard classification for Class II locations.
• Select and use powered industrial trucks (e.g., forklifts) that are approved for combustible dust locations.
• Implement and comply with the company’s Hot Work Permit program.
• Smoke only in designated areas.
• Install and maintain dust-containment systems, if necessary, and ensure they don’t allow fugitive dusts to accumulate in the work area.
• Locate dust collection systems outside or in specially designed areas.
• Install separator devices to remove foreign materials capable of igniting combustible dusts.
• Direct explosion venting away from employees.
• Develop a facility emergency action plan and train employees on it.
• Properly mark and maintain emergency exit routes.

Be prepared

During an inspection, compliance officers will make observations and verifications concerning the above list and will review the following to determine whether fire, flash fire, deflagration, or explosion hazards exist:

• Plant history of fires and explosions
• Safety data sheets (SDSs)
• Electrical area classification drawings/documents
• Dust Hazard Analysis (DHA) conducted by the employer or independent evaluator

Key to remember

Employers should investigate any activity that creates dust to determine if there’s a risk of combustion. By following the recommendations above, you can keep workers and your facility safe and be prepared in the event of an inspection.

Choosing to follow safety rules

Workplace safety rules should communicate expectations and should be self-evidently good practices. Although objections ought to be nonexistent, non-compliance is far too common. Rules may be necessary, but they’re effective only if people follow them, and some employees might grudgingly comply under an attitude of “we HAVE to do it this way.”

Internal constraints are more effective because employees choose to follow safety rules. Employees make these choices when they see the benefits to themselves, not simply to avoid discipline for rule violations. They recognize that the safety rules are reasonable and designed to protect them, so they choose to stay safe. For related information, see our article, To improve safety culture, focus on employees' experiences.

In other words, rules tell employees what choices to make, but internal constraints tell them why they should make those choices. When internal constraints drive behaviors, the rules are (in a sense) unnecessary because people would make the right choices anyway.

Valuing safety

When a company says that it values safety, the company strives to help everyone understand the value of safety. Employees should work safely because they recognize the benefits to the company as well as the benefits to themselves. The goal is to reach a point where rules serve as guidelines, and employees choose safe behaviors for the benefits, not to avoid consequences.

Helping employees develop internal constraints means helping them recognize the value of safety to themselves to the point that they adopt that value. This may require imposing consequences, but consequences can be negative (like discipline for making the wrong choice) or positive (like a bonus or recognition for doing the right thing). Even discipline can be delivered in a way that helps build internal constraints, such as issuing reminders along the lines of “because it keeps you from getting injured.” For related information, see our article, Giving positive feedback beyond 'good job'.

Accidents may still happen, but could provide an opportunity to evaluate whether an employee made the wrong choice and whether a different behavior could have changed the outcome. Although an accident usually means something went wrong, those failures are also learning opportunities that can help demonstrate the “why” for adopting safety as a value.

Key to remember: When safety becomes a value among the workforce, employees will choose to stay safe for their own benefit, not merely because the rules require it.