Offices, classrooms, laboratories, and even at home, accidents can happen. This is the reason why it is important that the people who are present in a specific location or place are aware of the safety measures, emergency exits, and all other protocols that can help them during times of accidents and necessities. For this, companies conduct inspections monthly for the safety and security of their offices and workstations. While organizations and educational institutions also execute the same procedures. Along with these safety procedures is the necessity and requirement to use specific forms or paperwork to document their progress and reports. One of the most common documents is known as the safety acknowledgment form.
Safety Orientation Acknowledgment Form
What Is a Safety Acknowledgment Form?
Safety acknowledgment forms are documents which are intended to document the awareness of the involved parties regarding their safety. The form is often provided after specific training sessions, seminars, and after an inspection report is fulfilled. Signing a safety acknowledgment form implies that the document-signer agreed on the terms and conditions stated in the form as well as to adhere in the different safety protocol and regulations to be mandated by the organization who required the acknowledgment.
Middle School Safety Acknowledgment Form
Elements of a Safety Acknowledgment Form
A safety acknowledgment form must have the following elements:
- Clear instruction guide. Since there can be different users who are required to fill out the form, it is important that an instruction guide will be attached with the form or be included as a section in the form. The instruction can range from step-by-step guides up to specified guidelines and remarks to each section in order to sufficiently provide a source of guidance to the user who is either the attendant of the training or the manager and the event organizer who mandated the activity.
- Has decipherable fonts. Fonts and typefaces are not only essential for designers and creative people but also for legal forms and document-preparers. With this in mind, fonts must easily be read regardless of the length of a word or a paragraph in the form. The size of the font and the rest of the content must be harmonized especially when it comes to emphasizing specific items by highlighting and making the words bold or italic to acquire the focus and attention of the reader.
- Organized layout and content-arrangement. If the safety acknowledgment form contains tons of sections, then each section should be determined on where they will be placed such as which among the sections should come first and what comes next. Nonetheless, the signature block for the people who are filling out the form should always come last in the document since it serves as an indication that the users have read throughout the whole document and that they have agreed on the terms in the form before affixing their signatures and initials.
Safety Training Acknowledgment Form
How to Create A Safety Acknowledgment Form for a Company Training
One can make a safety acknowledgment form from scratch easily however creating an efficient and effective form takes the expertise of someone who knows the important elements to focus on. To make this form, the following steps must be noted:
Step 1: List the areas of focus.
The areas of focus should be identified during the seminar or the training. These areas are the main topics or the subjects which are taught to the employees or staff for their safety awareness. In addition, the method of determining the awareness level and the observations of the attendees must be finalized as well. Common methods include the use of rating scales and blanks for the statements of the training attendees.
Step 2: Create the header.
The header should have the name of the organization or the company who is conducting the training and seminars for their employees. This must also have the title of the training and the title of the form which is “Safety Acknowledgment Form” along with the date when the training occurred.
Step 3: Make a user information section.
This is also known as the personal information or the employee information section. The purpose of having this section is to gather the personal data of the user or the attendee in order to identify who is acknowledging using the form. Some of the data to gather in this section is the full legal name of the attendee, his date of employment in the company, his job position and description in the company as well as the job site where he is assigned if the company has several business branches and offices within the State.
Step 4: Allocate tables and sections for the focused items.
Also known as the “body” of the form, this is where the statements, observations, and ratings of the attendee or the user will be disclosed. On the other hand, this section can also be made to be filled out by the manager of the attendee who will place his ratings regarding the awareness and knowledge of the attendee about the safety measurements and protocol in the company.
Step 5: Add a signature block.
The signature block must have lines for the attendee himself, the date of when he will sign the form, and an allotted line for the authorized person who is assigned for collecting the form.
The template of the form which has blank lines to be filled out with answers of the target user must be saved. This is to ensure that the template or the form itself will still be available to be used in the future without having to delete the entries made in the form. If the form will be used, all the document-preparer will have to do is open the safety acknowledgment form, prepare the empty paper where it will be printed on, and print the form using a printer. Moreover, if the form is to be used online, then it must be saved into a format which will not permit the end-users to alter the contents of it for the accuracy of the information to be collected.
Types of Safety Acknowledgment Forms
There are different types of safety acknowledgment forms that organizations can use for their target audience or attendees. Enlisted below are some of the most common safety acknowledgment forms which can be used for several purposes and objectives:
Employee Safety Manual Acknowledgment Form – This type of safety acknowledgment form is suitable to be used by companies after handing out their employee manual to their newly hired employees. The form is specifically intended to document that the employee who has received the manual have understood its importance and its contents. In addition, there are also companies who include statements regarding the employee’s employment which will not be affected when signing the acknowledgment form and acquiring the manual. The only portions which will be filled in this type of form are the signature block which should have the printed name of the employee and the date of when he obtained the manual and the form along with his signature that proves he indeed was physically present during the distribution of the manual.
Employee Safety Manual Acknowledgment Form
Health and Safety Acknowledgment Form – For companies who prefer to provide occupational health and safety policies to their employees and staff, a health and safety acknowledgment form is the appropriate document to use. This is a simple document which will have the name of the employee, his department and division name, his position in the company, an acknowledgment statement, and his signature to indicate that the policies were discussed to him and that he fully understood each term and condition, protocols and requirements in the company’s policies.
Health and Safety Acknowledgment Form
Laboratory Safety Acknowledgment Form – Laboratories are some of the common places where hazards are present regardless of the materials and stocks placed inside the laboratory room. This is why organizations and companies who have laboratories in their establishments should have their employees sign a laboratory safety acknowledgment form after providing them with the rules, regulations, and laboratory policies. The form will have to be signed by both the employee and the supervising personnel of the laboratory in order for it to be complete. After the form is filled out, a duplicate must be made and be submitted to the designated officer who will file the forms of the employees and other individuals who are involved in the company’s or the organization’s lab work.
Laboratory Safety Acknowledgment Form
There are still other types of safety acknowledgment forms which can also be used outside the offices of companies and business establishments such as middle school safety acknowledgment forms intended to be completed by students. Safety training and orientation acknowledgment forms can also be used by any group for ensuring that their members are fully informed about the safety and security precautions and actions in a location.
However, regardless of where the document will be provided and who will be using the form, it is important that the user understood and met the safety requirements of the mandating organization. Also, supervisors and managers must evaluate their document-signers especially if there are new rules to be imposed.
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