Program information dissemination

Yes — agencies must make copies of the listed documents available for review to employees or their representatives. Specifically, 1960.12(a) requires agencies to make available copies of the Act, Executive Order 12196, the program elements published in Part 1960, details of the agency’s occupational safety and health program, and applicable safety and health standards.

• These materials must be made available for employees or employee representatives to review on request.
• The rule speaks to availability for review (not necessarily a permanent take-away copy), so agencies commonly provide on-site paper or electronic access in a location employees can consult.

(See 1960.12(a).)

A copy must be provided to supervisors, safety committee members, and employee representatives. 1960.12(b) requires that each supervisor, each occupational safety and health committee member, and employee representatives be given a copy of the agency’s written occupational safety and health program that applies to that establishment.

• The copy may be paper or electronic as long as it is readily accessible to the listed people.

(See 1960.12(b).)

The agency must conspicuously post and keep posted a poster in each establishment that informs employees about the Act, Executive Order 12196, and the agency program. 1960.12(c) requires agencies to post a Department of Labor core poster in each establishment and to add agency-specific items described in paragraphs (c)(1)–(c)(3).

• The Department of Labor furnishes the core text; the agency must add:
  • 1960.12(c)(1): procedures for responding to reports of unsafe conditions and to allegations of discrimination or reprisal;
  • 1960.12(c)(2): the location where employees may obtain information about the agency program and full text of applicable standards; and
  • 1960.12(c)(3): relevant information about any agency safety and health committees.

(See 1960.12(c) and 1960.12(c)(1)-(3).)

The poster must state the agency’s procedures for responding to employee reports of unsafe or unhealthful conditions and for handling allegations of discrimination or reprisal. 1960.12(c)(1) requires agencies to include details of those procedures on the posted notice.

• Include clear steps employees should take to report hazards, who to contact, how reports are handled, and how employees can raise allegations of discrimination or reprisal for participating in safety activities.

(See 1960.12(c)(1).)

The poster must list the location where employees can obtain information about the agency program and the full text of applicable agency safety and health standards. 1960.12(c)(2) requires agencies to provide this location information on the posted notice.

• That location can be a physical office, a designated file, or an electronic repository; the poster should give enough detail so employees know where to go to review program documents and standards.

(See 1960.12(c)(2).)

The poster must include relevant information about any agency safety and health committees. 1960.12(c)(3) requires agencies to add appropriate committee details to the posted notice.

• "Relevant information" typically includes committee purpose, membership, meeting schedule or how to contact committee members, and how employees can bring issues to the committee.

(See 1960.12(c)(3).)

No — the poster and any required additions must not be altered, defaced, or covered. 1960.12(c) explicitly states that such posters and additions shall not be altered, defaced, or covered by other material.

• Agencies may add the required agency-specific items (see 1960.12(c)(1)-(3)), but they must not change the core poster text or obstruct visibility.

(See 1960.12(c).)

Yes — agencies must provide a copy of the poster to the Secretary and may request assistance on content before printing. 1960.12(d) requires that a copy of the agency's poster be provided to the Secretary and directs agencies to seek assistance from the Secretary prior to printing and distribution if help is needed on content and development.

• If an agency is unsure about wording, formatting, or required items, it should contact the Department of Labor/OSHA for guidance before finalizing the poster.

(See 1960.12(d).)

Agency heads must promote employee awareness through ordinary information channels such as newsletters, bulletins, and handbooks. 1960.12(e) directs agencies to use their normal communication methods to raise awareness of safety and health matters.

• Practical examples include safety sections in agency newsletters, safety bulletins posted on intranets, orientation handbooks, and e-mail announcements tied to the agency poster and program updates.

(See 1960.12(e).)

No — military personnel and uniquely military operations are excluded from OSHA coverage; 1960 obligations apply to federal civilian employees and agency programs. OSHA's interpretation explains that under Executive Order 12196 and Part 1960, military personnel and uniquely military equipment/systems and operations are excluded from federal OSHA coverage, while civilian employees and contractor employees working on non-unique military operations are covered. See OSHA's letter of interpretation on oxygen-deficient atmospheres, which discusses coverage and cites Part 1960 and Executive Order 12196: https://www.osha.gov/laws-regs/standardinterpretations/2024-07-16.

• If a workplace includes civilian employees or contractor personnel performing non-unique military functions, OSHA standards (and Part 1960 program requirements such as 1960.12) apply to those employees.

(See Part 1960 and OSHA Letter of Interpretation: Oxygen-deficient atmospheres in HVAC (July 16, 2024) at https://www.osha.gov/laws-regs/standardinterpretations/2024-07-16.)

No — 1960.12(a) requires agencies to make the documents available for review upon request, but it does not specifically require giving a permanent take-away copy. 1960.12(a) states the materials must be made available to employees or employee representatives for review.

• In practice, agencies commonly provide on-site access (hard copy or electronic) and may provide copies when appropriate, but the regulation focuses on access for review.
• For guidance about where materials are kept, see the poster requirement at 1960.12(c)(2).

(See 1960.12(a) and 1960.12(c)(2).)

The poster must be posted in a conspicuous, highly visible place in each establishment where employees are likely to see it. 1960.12(c) requires conspicuous posting and keeping the poster posted.

• Practical locations include break rooms, near time clocks, main entrances, or other employee common areas.
• Avoid placing the poster where it can be covered or blocked (see 1960.12(c)).

(See 1960.12(c).)

No — 1960.12(c) requires a conspicuously posted poster in each establishment; electronic methods can supplement but do not replace the physical posting requirement. 1960.12(c) specifically directs agencies to post and keep posted a poster informing employees of the Act, Executive Order 12196, and the agency program.

• Agencies may use electronic communications under 1960.12(e) to promote awareness, but this does not remove the requirement for the conspicuous, physical posting called for in 1960.12(c).

(See 1960.12(c) and 1960.12(e).)

Yes — each establishment must have a conspicuously posted poster. 1960.12(c) states that each agency shall post conspicuously in each establishment, and keep posted, the required poster.

• If an agency operates multiple buildings or sites, each establishment needs its own posted notice to ensure employees at that location can readily see the information.

(See 1960.12(c).)

A copy of the written program must be provided to employee representatives in addition to supervisors and committee members. 1960.12(b) requires that each supervisor, each occupational safety and health committee member, and employee representatives receive a copy of the agency’s written program applicable to the establishment.

• "Employee representatives" can include formally recognized union safety representatives or other designated employee safety contacts.

(See 1960.12(b).)

The agency must provide a copy of the poster to the Secretary and may ask the Secretary for assistance and advice on content prior to printing and distribution. 1960.12(d) instructs agencies to submit a copy of the poster to the Secretary and to request help if they need advice on content development.

• Contact OSHA/Department of Labor for content review when there is any uncertainty to ensure compliance before wide distribution.

(See 1960.12(d).)

Yes — agency heads must promote employee awareness through ordinary information channels such as newsletters, bulletins, and handbooks. 1960.12(e) explicitly requires agencies to use their normal communications to promote safety and health awareness.

• Acceptable channels include agency newsletters, email bulletins, employee handbooks, intranet pages, and staff meetings in addition to the required posted notice.

(See 1960.12(e).)

Yes — civilian contractor employees working on non-unique military or federal operations are covered by OSHA and should have access to program information; OSHA retains jurisdiction over civilian employees and contractors working on federal sites when the work is not uniquely military. OSHA’s interpretation about military coverage explains that while military personnel and uniquely military operations are excluded, civilian employees and contractors performing non-unique work remain subject to OSHA standards and protections (see the OSHA letter on oxygen-deficient atmospheres and Part 1960): https://www.osha.gov/laws-regs/standardinterpretations/2024-07-16.

• Agencies should ensure contractor employees can review relevant program materials and that poster information and locations to obtain standards are accessible to those workers.

(See 1960.12 and OSHA Letter of Interpretation: Oxygen-deficient atmospheres in HVAC (July 16, 2024) at https://www.osha.gov/laws-regs/standardinterpretations/2024-07-16.)

The rule does not set a fixed interval; agencies must keep the poster posted and update content as needed to reflect current program information. 1960.12(c) requires the poster to be kept posted and current, and 1960.12(d) allows agencies to seek assistance from the Secretary on content prior to printing.

• Best practice: update the poster and the locations of program documents promptly after substantive program changes and reissue copies to supervisors, committee members, and employee representatives per 1960.12(b).

(See 1960.12(c)–(d).)