Respiratory Protection Program

Scope

This respiratory protection program applies to all Lane Community College (LCC) employees and managers, involved with mandatory or voluntary respirator use, while ensuring third-party contractors are informed of these standard requirements.

Responsibilities

Program Administrator

The Respirator Program Administrator shall be the OSHA Compliance Coordinator. The Program Administrator has the following duties:

• Identify the work areas, processes or tasks where respirators may need to be used.  Evaluate the hazards.
• Select appropriate respirators for employees.
• Ensure that employees use respirators in accordance with NIOSH certifications.
• Ensure that employees receive respiratory protection training.
• Ensure that employees store and maintain respirators properly.
• Ensure pre-use medical clearance is obtained and that the medical surveillance program is implemented for respirator users.
• Manage respirator fit testing.
• Maintain required records.
• Inform contractors of the college’s respiratory protection requirements.
• Investigate when changes, concerns, or evidence of program deficiencies are identified.
• Evaluate annually and update the program as necessary.

Managers

Managers will ensure that the respiratory protection program is implemented in their work areas. Managers must understand the requirements of this program and ensure that the employees under their charge understand the requirements. Managers have the following responsibilities:

• Ensure that employees under their supervision have received appropriate training, fit testing, and medical evaluations.
• Ensure that appropriate respirators and accessories are available.
• Know the tasks that require respiratory protection.
• Enforce the proper use of respirators.
• Ensure that respirators are cleaned, maintained, and stored as required by this program.
• Monitor work areas to identify respiratory hazards.
• Work with the program administrator to address respiratory hazards and other program concerns.

Employees

Employees must wear their respirators in the manner in which they were trained and do the following:

• Care for and maintain their respirators as instructed and store them in a clean, sanitary location.
• Inform their manager if the respirator no longer fits and request a new one that fits properly.
• Inform their manager or the program administrator about respiratory hazards or other concerns that they have regarding the respiratory protection program. 

Section 2: Definitions and Acronyms

To ensure all employees understand the technical requirements of this program, the following terms and acronyms are defined as they relate to Oregon OSHA 1910.134:

Acronyms

• AQI (Air Quality Index): A numerical scale used to report daily air quality and associated health effects, specifically used at LCC to trigger wildfire smoke protocols.
• ERT (Emergency Response Team): A group of authorized personnel specifically trained and equipped to handle hazardous material spills or IDLH emergencies.
• ESLI (End-of-Service-Life Indicator): A system that warns a respirator user that a cartridge is approaching the end of its effectiveness, typically via a color change.
• IDLH (Immediately Dangerous to Life or Health): An atmospheric concentration of any toxic, corrosive, or asphyxiant substance that poses an immediate threat to life or would cause irreversible adverse health effects.
• Physician / LHCP (Licensed Health Care Professional): An individual whose legally permitted scope of practice allows them to independently provide health care services, such as the medical evaluations required by this program.
• NIOSH (National Institute for Occupational Safety and Health): The federal agency responsible for testing and certifying respiratory protective devices.
• OV (Organic Vapor): A type of respirator cartridge specifically designed to filter out solvent vapors and certain chemicals.
• PEL (Permissible Exposure Limit): The legal limit established by OSHA for an employee's exposure to a chemical substance or physical agent.
• QLFT (Qualitative Fit Test): A pass/fail fit test that relies on the individual’s sensory response (taste, smell, or irritation) to detect leakage into the respirator facepiece.
• QNFT (Quantitative Fit Test): A fit test that uses an instrument to numerically measure the amount of leakage into the respirator facepiece.
• SAR (Supplied-Air Respirator): An atmosphere-supplying respirator for which the source of breathing air is not designed to be carried by the user.
• SCBA (Self-Contained Breathing Apparatus): An atmosphere-supplying respirator for which the breathing air source is designed to be carried by the user.
• SDS (Safety Data Sheet): Documentation provided by chemical manufacturers that lists the hazards, handling instructions, and required personal protective equipment for a specific substance.

Technical Terms

• Elastomeric Respirator: A reusable respirator made of synthetic rubber or silicone that uses replaceable cartridges or filters; often referred to as "cartridge-style" masks.
• Filtering Facepiece: A negative-pressure particulate respirator where the entire facepiece is composed of the filter material (e.g., an N95 "dust mask").
• Fit Factor: A quantitative estimate of the fit of a particular respirator to a specific individual.
• Negative-Pressure Respirator: A respirator in which the air pressure inside the facepiece is negative during inhalation with respect to the ambient air pressure outside the respirator.
• Two-In/Two-Out: A mandatory safety procedure for IDLH atmospheres requiring at least two employees to enter together while at least two trained standby personnel remain outside to provide emergency rescue.
• User Seal Check: An action conducted by the respirator user to determine if the respirator is properly seated to the face, performed every time the mask is put on.

Requirements for Certification

An employee is certified for the required use of a respirator ONLY when the following are documented (unless specific exemptions apply):

• Medical Clearance: The employee has been cleared by a licensed physician. (Exempt for N95 wildfire smoke use AQI 251–500).
• Training: The employee has completed the required respiratory protection training.
• Fit Test: The employee has passed an annual fit test for their specific NIOSH-certified respirator model. (Exempt for N95 wildfire smoke use AQI 251–500).
• Documentation: All related training records, fit test results, and medical releases are on file with the Program Administrator.

Note on Voluntary Use: Employees using respirators voluntarily are not "certified" under this section but must fulfill the specific requirements (Appendix D and/or Medical Evaluation) outlined in the Voluntary Use section of this program.

Hazard Evaluations and Controls

LCC prioritizes protecting employees from airborne hazards through engineering controls, such as ventilation, physically isolating processes, or substituting materials with less toxic alternatives. Respirators are used only when engineering controls are not feasible, are being installed, or do not reduce exposures to safe levels.

1. Baseline Surveys and Workplace Analysis

The Respirator Program Administrator will conduct a baseline survey to identify respiratory hazards across all work areas, processes, and tasks. This evaluation will include an identification of the hazard’s chemical name and physical form (e.g., dust, vapor, gas, or oxygen deficiency).

2. Job Hazard Analysis (JHA)

For complex jobs, those with a history of accidents, or tasks with difficult-to-control hazards, the department will perform a Job Hazard Analysis (JHA). The JHA breaks a job into specific tasks to evaluate each step and identify the safest way to perform the work. Each assessment must determine:

• The specific tasks employees perform.
• The location and nature of the hazards.
• The likelihood and severity of potential injury or illness.
• The types of PPE necessary for protection.

3. Exposure Monitoring

LCC conducts hazard assessments to determine the appropriate level of respiratory protection. This process is focused on high-risk scenarios and is not required for every routine chemical application.

• Triggering an Assessment: When an employee works with hazardous substances where the Safety Data Sheet (SDS) specifically requires or recommends a respirator, or when new processes are introduced that may exceed permissible exposure limits, the Program Administrator will evaluate the need for monitoring.
• Monitoring Protocol: Personal exposure monitoring (sampling an individual’s breathing air) will be accomplished only as needed. It is reserved for situations where standard engineering controls or published exposure data are insufficient to determine the necessary protection level.
• Alternative Data: Where onsite monitoring is not deemed necessary or possible, the Administrator may use "representative data" from industry studies, trade associations, or manufacturer safety data to estimate exposure levels.
• Default Safety Assumption: If an exposure level cannot be reasonably estimated through monitoring or representative data, the atmosphere must be considered Immediately Dangerous to Life or Health (IDLH), and the highest level of protection will be required.

4. Documentation and Certification

Each hazard assessment must be documented as a “certification”. This record must include:

• A heading identifying it as a "Certification of Hazard Assessment"
• The specific workplace evaluated
• The name of the person certifying the evaluation
• The date the hazard assessment was performed

5. Regular Inspections and Re-evaluation

Regular workplace inspections (ideally quarterly) will be conducted by trained staff to ensure existing controls remain effective. The Program Administrator will re-evaluate and update the hazard assessment whenever there are changes to equipment, materials, or work processes that could result in new respiratory hazards.

NIOSH certifications

All respirators must be certified by the National Institute for Occupational Safety and Health (NIOSH) and used according to the terms of that certification. All filters, cartridges, and canisters must be labeled with the appropriate NIOSH approval label; the label must not be removed or defaced.

Medical evaluations

1. Requirements for Evaluation

Before using a respirator, employees must be determined medically fit by a Licensed Health Care Professional (LHCP).

• Mandatory Users: Any employee required to wear a respirator (including N95s) for job duties must undergo an evaluation.
• Voluntary Users: If you choose to wear an elastomeric (reusable) mask voluntarily, a medical evaluation is mandatory. For N95 voluntary use, see the Voluntary Use section.
• The Wildfire Exception: Per OAR 437-002-1081, employees wearing N95s solely for protection against wildfire smoke (AQI 251–500) are exempt from medical evaluations.
• Compliance: Employees may not wear a respirator until cleared. Refusal to complete an evaluation will result in being restricted from tasks requiring respiratory protection.

2. How to Obtain Clearance

LCC covers all costs for evaluations. Employees are permitted to complete the questionnaire and attend appointments during paid work hours.

Step 1: The Questionnaire

Complete the confidential OSHA Respirator Medical Evaluation Questionnaire.

• Reviewer: All forms are reviewed by Cascade Health.
• Privacy: Submit the form directly via the online portal or a pre-addressed envelope. Do not give the questionnaire to your supervisor or the Program Administrator.
• Assistance: If you have difficulty reading or completing the questionnaire, LCC will provide assistance or send you directly to the physician to ensure your privacy is maintained.

Step 2: Professional Review & Follow-up

• Standard Review: Cascade Health reviews the questionnaire to determine safety.
• Clinical Follow-up: Approximately 2% of users require an in-person exam based on their questionnaire responses.
• Exclusive Provider: You must use Cascade Health (541-228-3100) for follow-ups. Evaluations from outside primary care providers will not be accepted.

Step 3: Documentation

• Submit: Only the Medical Clearance Certificate (the "fit-to-wear" notice) to the Program Administrator.
• Keep Private: Your personal health history and the completed questionnaire.

3. Information Provided to the Physician

To ensure an accurate assessment, the Program Administrator provides Cascade Health with:

• A copy of this program and the OSHA 1910.134 standard.
• Your job title, work area, and potential hazardous exposures.
• Respirator details (type, weight, and expected duration of use).
• Work conditions (physical effort required and environmental factors like heat/humidity).

4. Mandatory Re-evaluations

New evaluations are required if:

• Symptoms Occur: You report signs like shortness of breath, dizziness, or chest pain during use.
• Observations: A supervisor or Program Administrator notices physical distress during fit testing or work.
• Changes: Workplace conditions change, increasing your physical burden.
• Medical Advice: The evaluating physician determines a follow-up is necessary.

Note: If you are medically unable to wear a negative-pressure respirator but are approved for a Powered Air-Purifying Respirator (PAPR), LCC will provide one for your use.

Fit Tests at LCC

A fit test must be successfully completed before an employee is approved for initial respirator use. This ensures the equipment provides an adequate seal for your specific facial structure.

1. Testing Methods & Providers

LCC utilizes two types of testing depending on the equipment required:

• Qualitative Fit Testing (QLFT): A pass/fail test relying on the user’s sensory response (taste/smell) to a test agent. This may be completed onsite by the Program Administrator (or another qualified trainer) or at Cascade Health.
• Quantitative Fit Testing (QNFT): A technical test that numerically measures leakage. This is performed exclusively by Cascade Health.

2. Scheduling and Location

Fit tests are conducted in the Human Resources offices.

• To Schedule: Reach out to the Respirator Program Administrator to set up an appointment.
• Timing: Tests must be completed during paid work hours.

3. Re-Testing Requirements

Fit testing must be repeated at least annually for every person required to wear a tight-fitting respirator.

Immediate re-testing is required if:

• Equipment Changes: You are issued a different respirator size, style, model, or manufacturer.
• Physical Changes: You experience changes that could affect the face-to-facepiece seal, such as significant weight fluctuation, facial scarring, major dental work, or cosmetic surgery.
• Note: Fit testing is not required for N95 use triggered solely by wildfire smoke (AQI below 501). If the AQI exceeds 500, or if the N95 is required for other hazards (e.g., silica, wood dust), full fit testing is mandatory.

4. Procedures and Selection

LCC follows OSHA’s mandatory protocols (1910.134 Appendix A) to ensure accuracy:

• Selection: Employees may choose from a variety of models and sizes to find the most comfortable and effective fit.
• Acclimatization: You must wear the selected respirator for at least five minutes before testing begins to assess comfort and positioning.
• Sealing Prohibitions: A fit test will not be conducted if there is any interference with the seal, such as facial hair (stubble/beards) or facial jewelry.

5. Documentation and Recordkeeping

LCC maintains fit test records for all current users until their next scheduled test. Each record includes:

• Employee name and date of the test.
• Specific make, model, style, and size of the respirator fitted.
• Type of test method used (Qualitative vs. Quantitative).
• Test results (Pass/Fail or the numerical "fit factor").

Standard Operating Procedures for Tight-Fitting Respirators

To ensure a proper life-saving seal, the following requirements apply to all fit testing and daily use of tight-fitting respirators:

• Facial Hair: Employees are strictly prohibited from having facial hair (such as beards, long sideburns, or stubble) that comes between the sealing surface of the facepiece and the face, or that interferes with valve function. Note: If an employee cannot shave for religious or medical reasons, or has been pre-approved by the Program Administrator, LCC will evaluate the use of alternatives which may not require a tight face-to-facepiece seal.
• Seal Interference: Any item that projects under the facepiece seal or interferes with a gas-tight fit is prohibited, including:
  • Jewelry and piercings.
  • Headgear or caps.
  • Corrective glasses with temple bars or "arms" that pass through the seal area (specialized prescription inserts must be used instead).
• Physical Changes: Employees must notify the Program Administrator if they experience physical changes—such as major dental work, scarring, or significant weight change—that may alter the fit of their mask.
• User Seal Checks: A positive and negative pressure user seal check must be performed by the employee every time the respirator is put on.

Respirator Use

General use of Respirators

Employees will use their respirators as required by this program and in accordance with the training they receive. Respirators will not be used in a manner for which NIOSH or the manufacturer does not certify them.

Employees are responsible to clean their respirators, to change filters or cartridges, replace parts, or to inspect respirators if they stop functioning. 

Employees must adhere to all seal requirements, including prohibitions on facial hair and jewelry, as outlined in the Standard Operating Procedures section of this program.

Voluntary use of Respirators

LCC allows employees to wear respirators for personal comfort even when exposure levels are below the legal limit. The requirements for voluntary use depend on the type of respirator selected:

A. Filtering Facepieces (N95 "Dust Masks")

• Requirements: The employee must be provided with, read, and sign OSHA Appendix D.
• Exemptions: These users are not subject to medical evaluations, fit testing, or the formal cleaning and storage provisions of this program.

B. Elastomeric (Cartridge-Style) Masks

• Medical Evaluation (Mandatory): The employee must receive a written medical determination from a physician stating they are fit to wear the device before use. 
  • Note: Employees who choose to voluntarily use Elastomeric Masks must pay for the medical clearance themselves.
• Fit Testing: Not required for voluntary use.
• Maintenance: The employee is subject to the cleaning, maintenance, and storage elements of this program.
• Requirements: The employee must be provided with, read, and sign OSHA Appendix D.

Approval Process

The Program Administrator will authorize voluntary use as requested on a case-by-case basis, depending on current workplace conditions and the results of the medical evaluation (if applicable).

Respirator malfunctions

Respirators that are defective or that have defective parts must be removed from service immediately. An employee who discovers a defect in a respirator must inform his or her manager who will give the respirators to the program administrator. The program administrator will decide whether to take the respirator out of service, fix it on the spot, or dispose of it.

The employee must discontinue use and inform his or her manager that the respirator is not working correctly. The manager must ensure that the employee receives parts to repair the respirator or receives another respirator.

Respirator Selection by Hazard & Activity

Table A: Required Respiratory Protection (Non-IDLH)

Table B: IDLH & Emergency Conditions

These conditions are considered "Immediately Dangerous to Life or Health" or require specialized training. LCC employees are strictly prohibited from entering any atmosphere designated as IDLH, including permit-required confined spaces or oxygen-deficient environments. Entry into these spaces must be performed only by certified outside contractors or specialized personnel. The "Two-In/Two-Out" procedures apply only to designated ERT members during authorized emergency response, not to general staff.

Safety Procedures for IDLH and Emergency Response

1. Prohibited Entry and General Employee Safety

• Definition of Danger: Any environment where atmospheric concentrations of toxic, corrosive, or asphyxiant substances pose an immediate threat to life, or where exposure levels cannot be measured, must be treated as an IDLH condition.
• Strict Prohibition: LCC staff are generally restricted from activities involving IDLH or emergency conditions without specific ERT authorization.
• Unauthorized Tasks: General employees are not authorized to enter permit-required confined spaces, oxygen-deficient atmospheres (<19.5%), or areas with suspected asbestos disturbances.
• Mandatory Evacuation: If an employee encounters a suspected IDLH atmosphere or their respirator fails, they must leave the area immediately.

2. "Two-In/Two-Out" Protocol (Authorized ERT Only)

For any activity identified as IDLH or an Emergency (as listed in Table B), the following "Two-In/Two-Out" procedures are mandatory for authorized responders to ensure compliance with Oregon OSHA 1910.134:

• Standby Personnel: At least one trained person must remain immediately outside the IDLH atmosphere to respond to emergencies.
• Constant Communication: Personnel inside the IDLH zone and the standby person outside must maintain constant visual, voice, or signal contact at all times.
• Emergency Readiness: The standby person must be specifically trained and equipped to provide effective emergency rescue.
• Notification Protocol: The Program Administrator or a designee must be notified before any emergency responder enters the IDLH atmosphere for a rescue.

3. Required Rescue Equipment

The designated standby person must be equipped with the following to ensure they do not become a victim themselves:

• Respirator Requirements: A full-facepiece, positive-pressure SCBA or a positive-pressure supplied-air respirator (SAR) with an auxiliary SCBA.
• Retrieval Gear: Appropriate rescue retrieval equipment, such as harnesses and lines, for lifting or removing an employee from the hazardous atmosphere.

Note on Wildfire Smoke Compliance

LCC follows a tiered approach for wildfire smoke. For AQI levels 251–500, N95 use is mandatory but follows Oregon OSHA’s simplified wildfire protocols. This means employees do not need a medical clearance or a fit test for this specific hazard. Once the AQI reaches 501, or if a different type of respirator (like a half-face elastomeric) is used, the full requirements of this program (Medical Evaluation and Fit Testing) apply immediately.

Getting a Respirator

Respirators are issued and managed by the Respirator Program Administrator. No employee may use a respirator until the following steps have been completed and documented.

1. Identification of Need

The employee or their manager must inform the Program Administrator of the specific task requiring protection or the employee’s desire for voluntary protection. The Administrator will evaluate the hazard to determine if use is Required (e.g., exposure exceeds a PEL) or Voluntary.

2. The Pathway to Certification (Required Use)

For employees required to wear a respirator for their job duties, the following "Certification" steps must be completed:

• Medical Evaluation: The employee must complete a confidential medical questionnaire and receive a written medical determination from a Physician or Licensed Health Care Professional (PLHCP).
  • Exemption: Employees required to wear N95 filtering facepieces solely for protection against wildfire smoke (AQI 251–500) are exempt from medical evaluations.
• Training: The employee must complete comprehensive training covering program details, specific hazards, and the proper use, maintenance, and limitations of the respirator.
• Fit Testing: The employee must successfully pass a qualitative or quantitative fit test for the specific make, model, and size of the respirator they will wear.
  • Exemption: Fit testing is not required for N95 use triggered specifically by wildfire smoke levels below an AQI of 501.
• Final Documentation: The Program Administrator will verify that all training records and medical releases are on file before issuing the equipment.

3. The Pathway for Voluntary Use

Employees requesting a respirator for personal comfort when exposure levels are below the legal limit must follow these steps based on the equipment type:

• For Filtering Facepieces (N95 "Dust Masks"):
  • The employee must be provided with, read, and sign OSHA Appendix D.
  • No medical evaluation or fit testing is required for this level of use.
• For Elastomeric (Cartridge-Style) Masks:
  • The employee must receive a written medical determination from a physician stating they are fit to wear the device.
  • The employee must be provided with, read, and sign OSHA Appendix D.
  • Fit testing is not required for voluntary elastomeric use.

Cleaning, maintenance, change schedules, and storage

Cleaning

Respirators must be regularly cleaned and disinfected at “shop-type” sinks.  Restroom sinks and sinks in food preparation areas may not be used for cleaning respirators.  Managers will designate respirator cleaning sinks. Respirators must be cleaned as often as necessary to keep them sanitary.

Atmosphere supplying and emergency use respirators must be cleaned and disinfected after each use.

The following procedure must be used for cleaning and disinfecting respirators:

1. Disassemble the respirator. Remove filters, canisters, or cartridges.
2. Wash the facepiece and parts in warm water with a mild detergent. Do not use organic solvents.
3. Rinse completely in clean warm water.
4. Wipe the respirator with disinfectant wipes.
5. Air dry the respirator in a clean area.
6. Reassemble the respirator, inspect it, and replace defective parts.
7. Put the respirator in a clean, dry, plastic bag or other air-tight container.

The program administrator will ensure an adequate supply of appropriate cleaning and disinfection materials at the cleaning station. Employees should contact their manager or the program administrator when supplies are low.

Maintenance

Respirators must be properly maintained to ensure that they work properly. Maintenance involves a thorough visual inspection for cleanliness and defects. Worn or deteriorated parts must be replaced. No components will be replaced or repairs made except those recommended by the manufacturer. The manufacturer must repair the regulators or alarms of atmosphere-supplying respirators.

The following checklist must be used to ensure respirators are properly inspected:

Respirator Inspection Checklist

Employees are permitted to leave their work to maintain their respirators in a designated safe area under the following circumstances: 

• To wash their own faces and the respirators’ facepieces to prevent eye or skin irritation 
• To replace filters, cartridges, or canisters
• When they detect vapor or gas breakthrough or leakage in the facepiece or detect other damage to the respirator or its components

Change Schedules

To ensure continued protection, all filters and cartridges must be replaced according to the following criteria or the manufacturer's specific recommendations, whichever is more frequent:

1. Particulate Filters (N95, P100, etc.)

Replace filtering facepieces and particulate filters immediately if any of the following occur:

• Breathing Resistance: It becomes noticeably more difficult to breathe through the mask.
• Contamination: The filter surface is physically contaminated with blood, oil, or heavy debris.
• Damage: The filter or the filter housing is torn, punctured, or crushed.

2. Gas and Vapor Cartridges (Elastomeric)

Because many gases and vapors are odorless, LCC does not rely on smell or taste to determine when a cartridge is exhausted.

• Default Annual Replacement: For standard operations, all gas and vapor cartridges used with elastomeric respirators must be replaced annually at a minimum, regardless of perceived use.
• ESLI: If the cartridge has an End-of-Service-Life Indicator (ESLI), replace the cartridge as soon as the indicator changes color, even if it has been in service for less than a year.
• High-Hazard Change-Out: For specific tasks involving high chemical concentrations, the Program Administrator may establish an accelerated schedule (e.g., replacement after 8 hours of use or at the start of each shift).
• Storage: Between uses, cartridges should be stored in a sealed bag or airtight container to prevent them from absorbing ambient moisture and vapors, which can shorten their lifespan.

3. Manufacturer Recommendations

In all cases, follow the manufacturer’s expiration date printed on the packaging. Cartridges must be replaced immediately if the "Use By" date has passed, even if they have never been opened or used.

Respirator storage

Respirators must be stored in a clean, dry area in accordance with the manufacturer’s recommendations. Employees must clean and inspect their air-purifying respirators in accordance with the provisions of this program and store them in plastic bags. Each employee’s name must be on the bag and the bag must be used only to store the respirator.

The program administrator will store unused respirators and respirator components in their original manufacturer’s packaging.

Training

The program administrator will ensure training is provided to respirator users and managers. Employees must be trained before using a respirator.  Managers must be trained before using a respirator or supervising employees who wear respirators.  Training must cover the following topics:

• This respiratory protection program
• The Oregon OSHA respiratory protection standard, 1910.134
• Respiratory hazards and their health effects
• Selection and use of respirators
• Limitations of respirators
• How to put on respirators and perform user seal checks
• Fit testing
• Emergency procedures
• Maintenance and storage
• Medical signs and symptoms that limit the use of respirators
• Employees must be retrained annually and whenever they change jobs or use a different respirator.

Employees must demonstrate their comprehension through a hands-on exercise and/or a written test. The program administrator will document the training, including the type, model, and size of respirator for which each employee has been trained and fit tested. 

Program evaluation

The program administrator will conduct periodic evaluations of the workplace to ensure that the provisions of this program are implemented. Evaluations will include regular consultations with employees who use respirators and their managers, site inspections, air monitoring, and a records review. Problems discovered during evaluations must be documented in an inspection log, addressed by the program administrator, and reported to management. The report must recommend how and when to correct each problem.

Documentation and recordkeeping

1. Program Availability

• This Respiratory Protection Program is made available to all employees through the College Online Policy and Procedure System (COPPS). 

2. Employee Performance Records

The Program Administrator will maintain an active file for each respirator user containing the following:

• Training Records: Documentation of initial and annual refresher training.
• Fit Test Records: The most recent fit test results, including the specific make, model, and size of the respirator assigned.
• Retention: These performance records will be kept until the next training or fit test replaces them (at least one year).

3. Medical Records and Confidentiality

• Confidentiality: To ensure privacy, the actual medical questionnaires and the physician’s detailed findings are strictly confidential.
• LCC Records: The Program Administrator will only keep the physician’s final written recommendation (Medical Release Form) regarding the employee’s ability to wear a respirator.
• Retention: In accordance with OSHA 1910.1020, medical records, including the medical clearance, must be maintained for the duration of employment plus 30 years.

OSHA Appendix D: Voluntary Use Signature Form for Appendix D to OSHA §1910.134 (mandatory)

This form may be completed on Etrieve.

Respirators are an effective method of protection against designated hazards when properly selected and worn. Respirator use is encouraged, even when exposures are below the exposure limit, to provide an additional level of comfort and protection for workers. However, if a respirator is used improperly or not kept clean, the respirator itself can become a hazard to the worker. Sometimes, workers may wear respirators to avoid exposures to hazards, even if the amount of hazardous substance does not exceed the limits set by OSHA standards. If your employer provides respirators for your voluntary use, or if you provide your own respirator, you need to take certain precautions to be sure that the respirator itself does not present a hazard.

You should do the following:

1. Read and heed all instructions provided by the manufacturer on use, maintenance, cleaning and care, and warnings regarding the respirators limitations.
2. Choose respirators certified for use to protect against the contaminant of concern. NIOSH, the National Institute for Occupational Safety and Health of the U.S. Department of Health and Human Services, certifies respirators. A label or statement of certification should appear on the respirator or respirator packaging. It will tell you what the respirator is designed for and how much it will protect you.
3. Do not wear your respirator into atmospheres containing contaminants for which your respirator is not designed to protect against. For example, a respirator designed to filter dust particles will not protect you against gases, vapors, or very small solid particles of fumes or smoke.
4. Keep track of your respirator so that you do not mistakenly use someone else’s respirator.

Please read carefully, understand the requirements and sign below:

• Name (print):

• Signature:

• Department:

• Employee ID:

• Job Title:

• Date:

Employee should return this signed form to Manager. Manager should maintain on file, send copy to Respirator Administrator

[63 FR 1270, Jan. 8, 1998; 63 FR 20098, 20099, Apr. 23, 1998]

Stat. Auth.: ORS 654.025(2) and 656.726(3).
Stats. Implemented: ORS 654.001 through 654.295.
Hist: OR-OSHA Admin. Order 3-1998, f. 7/7/98, ef. 7/7/98.