Why employers must track employee FMLA leave

What to do after an inspection or ticket

After an inspection, keep a copy of the roadside inspection report and any citation. Make sure repairs are completed promptly and that any required certification/proof of correction is submitted within 15 days per the instructions on the report.

If you believe inspection data is incorrect (wrong vehicle/carrier, violation doesn’t apply, etc.), be sure to submit a “Request for Data Review” using the DataQs system.

Key to remember: Roadcheck and other enforcement activities can result in a variety of tickets, citations, and other consequences, with varying impact on CSA scores. Be sure you know the differences between them.

Much faster processing

Waiting weeks for a stamped Schedule 1 can delay registrations and keep your trucks off the road. When e-filing, you’ll typically receive your stamped Schedule 1 within minutes after acceptance. This is your receipt for filing the HVUT, which is critical for vehicle registration and renewals.

Paper filers may wait 6–8 weeks (or longer) for processing and to receive their stamped Schedule 1 to return by mail.

When e-filed, a watermarked (stamped) Schedule 1 is available for download or email almost immediately. All state DMVs accept the electronically stamped Schedule 1 for registration and renewal.

Reduced errors and rejections

Speed is only part of the equation; accuracy matters just as much. Even a small mistake can push your filing back weeks, and every delay puts registrations (and revenue) at risk.

E-filing systems perform automatic checks for VIN length, EIN format, weight categories, and math errors, reducing the chance of rejected filings.

Paper forms are more prone to manual errors that can delay processing for weeks.

It’s mandatory for larger fleets

In fact, the IRS considers e-filing so reliable that it’s required for larger fleets. E-filing is mandatory if you are reporting 25 or more taxable vehicles on Form 2290.

But even smaller fleets and owner-operators are strongly encouraged to e-file due to the efficiency and reliability of the online process.

More payment options

E-filing also gives you more control over how you pay, allowing electronic payment by:

• Electronic funds withdrawal (EFW),
• Electronic Federal Tax Payment System (EFTPS), and
• Credit or debit card.

All of these options are faster and easier to track than mailing a check. No more wondering if your paperwork arrived.

Lower administrative burden

And once your payment is handled, the paperwork gets easier too. E-filing streamlines HVUT compliance by saving time, reducing clutter, and making recordkeeping far simpler, with:

• No printing, postage, or certified mail tracking;
• No waiting and watching for mailed confirmations; and
• Digital records that are easier to store, retrieve, and reproduce for audits or DMV requests.

Faster corrections and amendments

When corrections are unavoidable, e-filing makes those easier too. VIN corrections, weight increases, or suspended-vehicle updates can be filed and processed quickly with e-filing.

Paper filing: What to know

Paper filing is still allowed in certain cases, but it comes with important tradeoffs, including:

• Significantly longer processing times,
• Greater risk of delayed registrations, and
• Inconvenience for time-sensitive filings.

Those tradeoffs can directly affect uptime and cash flow. If you’re filing close to a registration or renewal deadline, processing time matters.

Key to remember: For most carriers, e-filing Form 2290 is the simplest way to stay on track, especially during registrations, renewals, or fleet changes. With fewer delays and fewer avoidable mistakes than paper filing, e-filing can ease the anxiety that comes with waiting and wondering, while helping keep your trucks on the road where they belong.

No fishing

As proposed, the rule directs the FMCSA and other DOT agencies to avoid “fishing expeditions” without enough evidence in hand to support an enforcement claim. It also spells out what an enforcement notice should include — what rule you allegedly violated, the key facts, and what rights you have to challenge it and “avoid unfair surprise.”

Transparency is another key component. The rule will require agencies to share potentially exculpatory evidence — basically, information in the government’s hands that could help you defend yourself or reduce the penalty. The proposed version of the rule states that “making affirmative disclosures of exculpatory evidence in all enforcement actions will contribute to the [DOT’s] goal of open and fair investigations and administrative enforcement proceedings.”

The rule is also expected to reinforce the fact that guidance documents — including interpretations issued by the FMCSA and often published along with FMCSA regulations — are not legally binding. In addition, agencies will need to take additional steps in the guidance development process, such as doing cost-benefit analyses and legal review, and getting public input.

Many of the changes in the proposed rule were in place prior to 2021 but were rescinded by the previous administration.

A new era for enforcement

One of the most intriguing changes in the rule will allow motor carriers to petition the DOT to argue that their staff violated procedural requirements. If the carrier wins, the proposed remedies go beyond a scolding for the investigators. They could include:

• Removing the enforcement team,
• Excluding certain issues or evidence,
• Ordering certain factual findings, or
• Restarting the enforcement action from the beginning or from an earlier point in the proceedings.

FMCSA enforcement cases dropped dramatically last year even without the new rule; the future may hold even fewer once the proposed changes go into effect.

Key to remember: A new “rule on rules” from the DOT is expected soon, and it could change the FMCSA’s enforcement playbook.

Details of the paper med card exemption

This exemption applies to both CDL and CLP holders. Non-CDL drivers aren't affected by this since they're already required to be issued and to carry a paper medical card, which must be in the non-CDL driver's DQ file after each exam.

As a reminder, the two key impacts of this exemption include:

• CDL drivers can use paper medical cards as proof of medical certification for up to 60 days after the certificate has been issued (following the DOT exam) while operating a commercial motor vehicle (CMV).

• Carriers can use the medical card in the DQ file to be replaced by the CDL motor vehicle record (MVR) with the latest medical certification within 60 days.

The exemption's terms and conditions The exemption does not apply to:

• A driver who doesn’t have a copy of their current, valid MEC that was issued by a certified examiner 60 days prior; or
• A motor carrier that doesn’t have a copy of its driver’s current, valid MEC that was issued 60 days prior.

Additionally, the FMCSA reserves the right to revoke the exemption if safety conditions are negatively impacted in terms of the goals and objectives of the original order.

Other important information

The FMCSA continues to give carriers and drivers support while medical examiners and states transition to the secure electronic transmission to medical certification data update. The FMCSA decided drivers should not be punished for delays that may occur while medical examiners and State Driver’s Licensing Agencies (SDLAs) transition to the new system.

The agency strongly recommends, but does not require, that certified medical examiners (CMEs) continue to issue paper MECs (Form MCSA-5876) along with the required submission of examination results electronically, until further notice.

The FMCSA does not expect to grant additional, nationwide waivers or exemptions after the six-month duration of this exemption.

CDL drivers licensed in the following states must still submit their medical cards to their state of licensing until the state transitions to direct updates from the National Registry:

• Alaska
• California
• Kentucky
• Louisiana
• New Hampshire

This exemption does not affect non-CDL drivers who continue to receive medical cards that must be carried in their commercial motor vehicle and must be in the DQ file.

Key to remember: The use of the exemption does not relieve carriers of the requirement to replace the medical card in a CDL/CLP driver’s DQ file with an updated MVR within 60 days of the day of the medical exam.

Common, basic hand signals

To help avoid hazards, a spotter directs the commercial driver using hand signals to make a desired vehicle movement. To be effective and safe, the spotter and driver must speak the same language.

Unlike some industries such as construction, the hand signals used throughout the trucking industry are not standardized. Drivers and yard employees should be trained on common, basic hand signals.

When at a shipper or receiver’s facility, the driver obviously has less control over the situation. The company’s standardized hand signals may not be recognized. The driver needs to discuss agreed upon hand signals with the yard or warehouse employee who is directing the driver.

The more commonly used hand signals that should be standardized include:

• Pull forward to the left
• Pull forward to the right
• Back up
• Back up — driver’s side
• Back up — passenger’s side
• Distance to travel
• Stop
• Slow down
• Emergency stop

Above all, the stop signal needs to be clearly understood. It could make the difference between a safe docking and a crushed worker. Variations include both arms crossed with hands in fists, or hands straight up. In any event, the driver and spotter must agree on the stop signal, reinforced by yelling loudly to stop.

Driver’s safety measures

A driver should assess their surroundings before backing up and following a spotter’s directions:

• Walk around the commercial vehicle, making sure nothing is in the path of the tires;
• Observe people in the area;
• Check for obstructions in the cab that would block the line of sight of the mirrors; and
• Verify the position of the spotter (i.e., back of the trailer using the passenger-side mirror).

The driver must stop the vehicle immediately when:

• Unsure of the spotter’s signals. They must clarify the meaning before proceeding.
• Their attention is drawn away from the spotter (including looking away from the mirrors). They should continue only after confirming the last signal.

Spotter’s role

Spotters have their own safety concerns. They must be alert to:

• The position of the trucks, and
• Other hazards approaching or in the truck or trailer’s path.

To ensure their own personal safety, they should:

• Wear bright clothing or a vest,
• Be visible in the driver’s passenger mirror,
• Avoid walking backward while giving instructions to the driver,
• Assume a position that’s a safe distance from the truck,
• Make sure nothing will be in their walking path, and
• Keep eye contact with the driver at all times.

To make sure the driver knows where the spotter is at all times, they may need to change positions frequently so that they are visible in the driver’s passenger mirror.

Key to remember: A driver and spotter must effectively communicate to ensure the safety of the truck, spotter, and bystanders in busy yards and loading docks.

When more information is required

Once their FMLA leave is approved, however, that’s a different story.

When employees ask for FMLA leave that employers have already approved, employees must specifically reference either the qualifying reason for leave or the need for FMLA leave. Calling in “sick” without providing more information isn’t enough to trigger employers’ FMLA obligations at this point. Employees have to be more specific. They must either mention the qualifying reason or “FMLA” leave.

When leave is foreseeable, employees must give at least 30 days’ notice or as much notice as is practicable.

What the courts say

Courts have ruled against employers for overlooking situations where employees gave notice. In one case, an employee’s sleeping on the job was seen as notice (Byrne v. Avon Products, Inc., 7th Circuit Court of Appeals, No. 02-2629, 4/14/2003). In another case, an employee’s crying on the job was enough notice (Valdivia v. Township High School District 214, Northern District of Illinois, No. 16-cv-10333, 5/15/17).

Employers (and anyone acting on their behalf) are responsible for recognizing when employees give notice and responding appropriately.

Key to remember: Employers must be able to recognize when employees put them on notice of the need for leave and not expect employees to say any particular words or phrases, at least initially.

Calendar year

The calendar year is pretty self-explanatory. It begins on January 1 and ends on December 31. If an employee’s leave begins on December 15 and ends on February 2, the leave from December 15 until December 31 is in one leave year, and the rest is in a new leave year.

With this method, employees can “stack” leave. An employee could, for example, take 12 weeks of FMLA leave from mid-October until the third week of March. While the employee takes 24 consecutive weeks of FMLA leave, 12 of the weeks are in one leave year, and the other 12 weeks are in the following leave year. The employee would have no more FMLA leave available until January 1 of the next year.

Fixed 12-month period

This method operates much like the calendar year method, but doesn’t start on January 1. If employers choose an employee’s anniversary date, for example, each employee will have a different leave year, which could make tracking leave a bit of a challenge. Selecting a more unified option, such as a company’s fiscal year, makes leave tracking easier.

Either way, this method also allows employees to stack their leave.

Measured forward

With this method, when an employee takes FMLA leave for the first time, that’s when each employee’s individual leave year begins. If, for example, an employee first took FMLA leave on March 12, 2026, their leave year would run from that date to March 12, 2027.

Just because the employee first took leave on March 12 doesn’t mean that the leave year will always begin on that date. The leave year could change. If that same employee subsequently took leave beginning July 22, 2027, the new leave year would run to July 22, 2028.

Rolling backward

Under this method, the 12 months aren’t static — they “roll.” Each day begins a 12-month new leave year. Every time an employee takes FMLA leave, the employer looks back 12 months and determines how much leave the employee took in those 12 months. That amount is subtracted from the 12-weeks of FMLA leave. The balance is how much FMLA leave the employee has available on that particular day. The next day, the employer makes the same calculation.

While the rolling backward method is the most employer-friendly of the four choices, and it avoids the stacking of leave, it makes calculating leave amounts more challenging because it’s always changing.

State laws

While these four leave-year options apply to federal FMLA leave, states with their own leave programs in place might have different requirements. Wisconsin, for example, has a state family and medical leave law that requires employers to use a calendar year. According to the U.S. Department of Labor, employers in Wisconsin that are covered by both laws must, therefore, use the calendar year method.

Key to remember: Employers may choose from four methods to identify the 12-month leave year during which eligible employees may take FMLA leave.

Combustible dust

The Chemical Safety and Hazard Investigation Board (CSB) released a new video examining a fatal combustible dust explosion/fire. Five employees at a Wisconsin corn mill were killed and 14 others were injured. Board Member Sylvia Johnson states, “The CSB has been calling for a comprehensive [OSHA] standard on combustible dust for many years to help prevent tragic, deadly incidents like [this] one … from continuing to occur. Robust regulation is absolutely essential to keep these incidents from happening in the future.”

First aid and eye, face, and head protection

Nine safety organizations petitioned OSHA urging the agency to adopt more modern consensus standards. Those standards include:

• ANSI/ISEA Z308.1-2026, -2019, and -2014 — American National Standard for Minimum Requirements for Workplace First Aid Kits and Supplies;
• ANSI/ISEA Z87.1-2025, -2020, and -2015 — American National Standard for Occupational and Educational Personal Eye and Face Protection Devices; and
• ANSI/ISEA Z89.1-2026, -2019, and -2014 — American National Standard for Industrial Head Protection.

The petition argues that the suggested updates to 29 CFR 1910 would not add compliance costs. Rather, the changes would offer employers greater choices in first aid kits and personal protective equipment, while improving safety, the organizations contend.

Workplace violence

A recent report from the Department of Labor Office of Inspector General states that OSHA could “enhance its efforts to address workplace violence, which may include taking regulatory action.” OSHA currently uses the General Duty Clause (not a regulation) for enforcement of work violence hazards.

The Inspector General says it will audit the effectiveness of the General Duty Clause in OSHA’s enforcement of workplace violence. The latest Bureau of Labor Statistics (BLS) data show that 9.3 percent of all work fatalities in 2024 were attributed to homicide.

A Workplace Violence in Healthcare and Social Assistance proposed rule is on OSHA’s long-term agenda.

Musculoskeletal disorders, heat, and more

Federal lawmakers are moving to force OSHA to issue regulatory rulemaking to protect American workers. The House and Senate have ten bills on the table so far. Topics addressed by these Congressional bills include musculoskeletal disorders, heat stress, infectious diseases, wildfire smoke, and workplace violence. See our previous article, “9 OSHA bills to mandate gap-closing rules, wider coverage, steeper fines,” dated February 3, 2026. One bill was added after the issuance of that article.

Healthcare, transportation, warehousing, retail, and manufacturing injuries/illnesses

According to a new OSHA report, four industries, together, reported over 85 percent of all the injury and illness incidents tallied in data submitted under 29 CFR 1904.41 for 2024. Those included:

• Healthcare and social assistance,
• Transportation and warehousing,
• Retail trade, and
• Manufacturing.

The “2024 Annual Report: Work-related Injuries and Illnesses” also put a spotlight on three safety and health topics:

• Robotics in the manufacturing sector,
• Meat processing industry, and
• Young workers.

Transportation incidents

Transportation incidents continued to be the most frequent type of fatal event, per BLS data posted last month. These incidents accounted for 38.2 percent of all work fatalities in 2024. This is an uptick from the 36.8 percent reported in 2023. The good news is roadway incidents involving motorized land vehicles dropped 8.5 percent. The figure plummeted to 1,146 in 2024 from 1,252 in 2023. Roadway incidents still made up over one-in-five fatal work incidents in 2024.

In mid-January last year, OSHA said it wanted employers to “make safety a core principle by integrating safe driving and transportation practices into their businesses' safety and health management systems.” The idea was to foster a culture of safety and preventive practices to protect workers on the nation's roads. The statement was part of a joint initiative with the National Safety Council and the Road to Zero Coalition. The agency pointed to its Motor Vehicle Safety webpage.

While transportation incidents persist as the number one source of work fatalities, the 2025 BLS data, which should be issued in December 2026, may reveal whether OSHA’s joint-initiative efforts are making a dent.

Key to remember

Several forces are nudging OSHA to address a number of workplace hazards and high-hazard industries. Each points to a different safety and health concern, competing for OSHA’s bandwidth.

In court

The joint employers argued that security-clearance decisions can’t be subject to judicial review. But the employees didn’t ask for such a review. Instead, their complaint asserted that the DOE failed to follow its own regulations and procedures in ways that violated the FMLA.

The employees alleged, for example, that DOE regulations required it to:

• Obtain their signatures before firing them,
• Initiate an administrative review process that would have allowed them to contest their clearance withdrawals, and
• Channel revocations through specified processes.

The DOE bypassed these steps to unlawfully fire them in violation of the FMLA.

The employees also claimed that the contracting company violated the FMLA when it didn’t return them to work, including in an equivalent position. Instead, it fired them.

The court pointed out that the FMLA requires employers to reinstate employees following their return from leave. Alternatively — say, for example, an employee’s original position is no longer available — the employer is obligated to place them into an equivalent position.

The court disagreed with the employers and allowed the employees’ FMLA claim to proceed.

Adam Putnam, et al., v. Centerra Group, LLC, et al., District Court of Columbia, No. 25-1272, February 25, 2026.

Key to remember: Just because an employee loses a work clearance doesn’t mean employers can use that to overlook their FMLA obligations.

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.

Electrical safety and control measures

Electrical hazards affect more than just electricians. In fact, 74 percent of workplace electrical fatalities occur in non-electrical occupations, including tree trimming, HVAC, roofing, and painting. Many employees may not be trained to perform electrical work. That means they may not recognize electrical hazards.

An OSHA toolbox talk (OSHA 4496) outlines how to prevent injury when using electrical equipment. Specifically, it suggests that you employ the hierarchy of controls: elimination/substitution, engineering controls, administrative controls, personal protective equipment, and work practices.

Extension cords: 5 things to know

OSHA’s requirements for flexible cords and cables, at 29 CFR 1910.305(g), were cited nearly 1,300 times last fiscal year, according to OSHA enforcement data. A new publication (OSHA 4495) explains the top five things you and your employees should know about using extension cords safely.

Grain safety poster

Suffocation and falls are the two leading causes of death at grain handling facilities. Other hazards include fire, explosions, electrocution, and injuries from improperly guarded machinery. Exposures to grain dust and associated airborne contaminants can also occur. Such contaminants might include molds, chemical fumigants, and gases from decaying and/or fermenting sileage.

Each year, OSHA partners with several organizations to sponsor Stand Up 4 Grain Safety Week. The event takes place March 30 to April 3 this year. A printable poster (OSHA 3967) highlights the event and lists seven steps to grain safety.

Silica hazards in countertop work

OSHA and NIOSH have identified exposure to silica as a serious health hazard to workers. These workers might be involved in manufacturing, finishing, and installing natural and engineered stone countertop products. However, the respirable crystalline silica hazard can be mitigated in most countertop operations with dust control methods. These are spelled out in OSHA’s silica standards for general industry (29 CFR 1910.1053) and construction (29 CFR 1926.1153).

An OSHA/NIOSH Hazard Alert (OSHA 3768) explains silica hazards in the stone countertop industry, why it’s a concern, how to protect workers and control exposure, and more.

Responding to OSHA inquiries on complaints and referrals

A call from OSHA asking about alleged hazards reported in a complaint or referral can be stressful. Knowing what’s involved can help you prepare. The agency says it will work with you to address the matter through a timely and adequate response. According to OSHA, if the issues are resolved through this process, an onsite inspection is generally not conducted.

A fact sheet (OSHA 4498) for small employers outlines the inquiry process from initial contact to resolution, tells you what happens at each step, and provides best practices for a safe and successful outcome.

Key to remember: Several new OSHA publications provide guidance and information on a variety of topics, from electrical safety to the OSHA inquiry process.

Remote work isn’t risk free — and neither is employer responsibility

Working remotely doesn’t eliminate the risks of musculoskeletal disorders (MSDs). Without proper workstation setups, regular movement, and timely adjustments, daily remote work habits can quietly lead to pain, fatigue, and injury over time.

Although OSHA has no specific ergonomics standard, employers remain responsible under the General Duty Clause, for addressing recognized ergonomic hazards wherever work is performed. In remote and hybrid settings, OSHA may look at whether reasonable steps were taken to identify and manage ergonomic risks.

To meet these responsibilities, employers should prioritize prevention, awareness, and early intervention. Practical steps include:

• providing ergonomic guidance and expectations for home and hybrid workstations,
• training employees to recognize early signs of ergonomic strain and report concerns,
• encouraging regular movement and posture changes throughout the workday,
• conducting workstation evaluations, including virtual reviews or self assessments, and
• documenting ergonomic efforts, including training, assessments, and corrective actions.

Hidden ergonomic exposure in remote work

Remote work can make it easy to fall into ergonomic habits that seem harmless at first but gradually take a toll on the body. Since these issues build over time, they’re easy to miss. Common risk factors include:

• extended laptop use,
• screens that sit too low or too high,
• chairs without adequate support,
• repeated mouse or keyboard movements, and
• staying in the same position for long stretches.

Addressing these risks means applying the same ergonomic principles used in the office to home workspaces by checking posture, monitor height, seating support, task duration, and opportunities for movement. Workstation reviews, employee self check tools, and supervisor guidance can help identify concerns early. Consider using an ergonomic checklist as a simple way to review workstation setups and fix common issues.

Get up and move

Even with a well arranged workstation, sitting still for long periods can cause stiffness, fatigue, and discomfort. Encourage employees to stand, stretch, or change positions every 30 to 60 minutes during the workday.

Simple actions, such as stretching between meetings or switching between sitting and standing, can reduce muscle strain and improve comfort. Regular movement and quick workstation check ins, such as adjusting screen height or chair support, can help prevent small issues from turning into injuries.

Ergonomics pays off

Supporting remote ergonomics benefits both employees and organizations. Proactive ergonomics programs can help reduce injury rates, lower workers’ compensation costs, decrease lost workdays. Employees who feel physically supported are more likely to stay engaged and focused.

Promoting ergonomics shows that an organization values employee health and well being, no matter where work takes place.

Key to remember: Remote work doesn’t eliminate ergonomic risk, it shifts it. A little awareness, early action, and regular movement can go a long way in preventing injuries and supporting healthier, more sustainable work habits.

Hidden in plain sight

When Sebastian walked into the office each morning, no one could see the weight he carried. Deadlines were met, meetings attended, yet his smile never faltered. Inside, stress and anxiety were taking a toll, and his story isn’t unique.

One study showed a very interesting contrast: most employees (about 77%) stated they were comfortable supporting a coworker’s mental health. However, when it comes to their own stress or burnout, 42% worry that opening up about it or seeking help could hurt their career or make them a target. Even more striking, one in four have thought about quitting because of mental health challenges. And it’s not just long-term stress. A recent Gallup poll found that 41% of workers felt highly stressed just “yesterday.”

These statistics underscore a troubling theme that employees value and wish to nurture mental wellness; however, stigma, insufficient support, and overwhelming stress persist. Employers need to begin recognizing and proactively addressing workplace mental health in order to cultivate resilient, productive teams.

What one state is doing

The state of Michigan is piloting a new initiative aimed at improving workplace mental health which is increasingly being recognized as an occupational safety and health issue. This expands the state’s historically stringent approach to reducing on-the-job risks.

Michigan’s LEADS program—short for Learn, Educate, Act, Deploy, Study—is a four-month initiative designed to give employers practical tools to tackle stress, burnout, and communication breakdowns that often lead to safety incidents. The idea is simple: when communication falters and stress goes unchecked, mistakes happen. Those mistakes can mean more human errors, higher injury rates, quiet quitting, and turnover.

One of the program’s key features is an evidence-based organizational assessment. Think of it like a safety audit that’s focused on mental health risks rather than physical hazards. Employers get a clear picture of issues such as heavy workloads, unclear roles, workplace conflict or bullying, and weak support systems that can quickly erode a strong safety culture.

The end goal of the LEADS program is not to replace existing safety programs but rather strengthen them. Consider joining Michigan in their effort to enhance communication, better define workers’ roles, support unfettered reporting, and more effectively engage employees.

Key to remember: Stress doesn’t just weigh people down; it can have significant safety and productivity consequences. Programs like Michigan’s LEADS pilot initiative are giving employers the ability to tackle stress and burnout before they lead to mistakes, injuries, or turnover.

Strategically located

Exit signs need to be strategically located in various areas of a building to ensure maximum visibility and effectiveness. Some key locations where exit signs should be placed include:

1. Above exit doors: Exit signs should be positioned directly above exit doors to clearly indicate the way out.
2. Along exit routes: Exit signs should be placed at regular intervals along exit routes, ensuring they’re visible from any point along the path.
3. Changes in direction: If there are changes in direction along an exit route, exit signs should be placed to indicate the correct path to follow.
4. Stairwells: Exit signs should be installed at the top and bottom of stairwells to guide individuals toward the nearest exit.
5. Corridors and hallways: Exit signs should be placed at intersections, corners, or other locations where individuals may need guidance to find the nearest exit.
6. Large open areas: In large open areas, such as auditoriums or warehouses, exit signs should be positioned to provide clear direction towards the nearest exit.

Essentially, you’ll want to place an exit sign wherever it is appropriate along the exit access, which is defined in 1910.34 as “that portion of an exit route that leads to an exit.”

Distinctively illuminated

OSHA states at 1910.37(b)(6) that “each exit sign must be illuminated to a surface value of at least five foot-candles by a reliable light source and be distinctive in color.” There has been confusion over the years about whether exit signs must be a particular color, for instance, red or green.

The general industry regulations don’t call for a particular exit sign color (unless regulated by the construction industry standard at 1926.200, in which case exit signs must be in red letters.) In a September 1972 letter of interpretation, OSHA clarified that any color, or color combination, readily visible or distinctive in appearance is acceptable.

It's important to note that while OSHA regulations don’t mandate a specific color for exit signs, local fire marshals or building inspectors may have preferences or requirements. One should also refer to NFPA 101 Life Safety Code, which suggests that colors providing good contrast, such as red or green letters on a matte white background, are recommended.

Plainly visible

Lettering on exit signs plays a critical role in ensuring the safety and well-being of individuals within a building. It helps to minimize confusion, guide people towards exits, and comply with regulatory requirements. As stated in 1910.37(b)(7), OSHA requires exit signs to be not less than six inches high, with the principal strokes of the letters in the word “EXIT” not less than three-fourths of an inch.

Clear and legible lettering ensures that exit signs can be easily seen and read, even in low-light or emergency situations. This is crucial for guiding people towards the nearest exit and facilitating a safe evacuation. Compliance with these requirements demonstrates a commitment to maintaining a safe and secure environment for occupants and visitors.

Key to remember: Appropriately marked exit routes include exit signs that are strategically located, distinctively illuminated, and plainly visible. This is crucial in providing clear and visible guidance during emergencies.