SECTION II

ORGANIZATION AND PERSONNEL

A. Organization
  1. Organization chart
  2. HACCP TQM team
  3. Job responsibilities
  4. Double hand wash log
  5. Employee improvement
B. Personnel
  1. Employee responsibility
  2. Disease control
  3. Cleanliness
  4. Disposable gloves
  5. Heavy duty gloves
  6. Hand cuts and abrasions
  7. Contact with blood or body fluid from another person
  8. Personal cleanliness
    a.  Fingernails
    b.  Jewelry and hard objects in closets
    c.  Handkerchiefs and facial tissues
    d.  Chewing gum, smoking, and eating
    e.  Personal medication and personal belongings
  9. Handling food
10. Hand and fingertip washing
11. Unauthorized persons
12. Traffic pattern
 

A. Organization
1.  The Organization Chart.  The purpose of the Organization Chart is to indicate the responsibility and accountability linkage for Quality Assurance (QA) action within the organization.  Owners/managers are responsible for preparing and maintaining an organization chart similar to the following that identifies each employee's name and job responsibilities.

Each employee must know who his/her supervisor is and who is responsible for making him/her capable of zero-defect performance.   (See Section II, encl. 1.)
         After the organization chart is completed by owner/managers, it should be posted next to the Food Safety Policy on the employee bulletin board.

2.  HACCP TQM Team.  It is essential that the people who will be leading the HACCP-based, continuous quality improvement program be identified.  Ideally, this will include representatives from each of the major operating segments of the organization. (See Section II, encl. 2.)  Typically, this includes:

  1. A senior manager [probably the Person In Charge (PIC)]
  2. Purchasing
  3. Maintenance
  4. Chef
  5. Maitre d', service manager
  6. Kitchen steward / sanitation leader.
3.  Job responsibilities.  The Job Responsibilities form specifically identifies who is accountable and responsible, and has the authority to perform specific jobs within the organization.  (See Section II, encl. 3.)
        In order to have assured quality performance, it is necessary that each person be trained according to management's policies, procedures, and standards to perform their jobs with zero defects.  This accountability must be defined in an organization chart in order for there to be an organized training and follow-up process.

4.  Double Hand wash Log. (See Section II, encl. 4.)  This form can be used to monitor and document that employees are using the double hand wash procedure.  This log is only for hand wash sinks assigned for removal of fecal pathogens using the nail brush.  When an employee enters the kitchen for the first time in the morning or after a break, they may have used the toilet and should do the double hand wash.  After washing their hands with this procedure, they should sign their name on this log, which will then become an official record of compliance with the double hand wash policy.

5.  Employee Improvement Worksheet.  A critical element of control is to enforce policies, procedures, and standards.  The Employee Improvement Worksheet is a standard for documenting communications with an employee who needs to improve performance.  It has space for clearly specifying what the policy is and what the employee must do to meet performance standards.  It also includes space for the supervisor to state what he/she will do to help the employee improve performance.  (See Section II, encl. 5.)  Four stages for helping employees improve performance are as follows:
        Stage I.   The employee is given verbal counseling to improve.
        Stage II.  The employee is given written feedback to improve.
        Stage III. The employee is given written feedback and two to three days suspension to
           reinforce the importance of change.
        Stage IV.  The employee is released from employment if no improvement is noted.

B.  Personnel
1.  Employee responsibility.  Employees shall be responsible for using safe food handling methods as trained and instructed, and for practicing good personal hygiene.

2.  Disease control.  Any person who, by medical examination or supervisory observation, is shown to have, or appears to have, an illness, open lesions (boils, sores, infected wounds), or any abnormal source of microbial contamination that could contaminate food, food contact surfaces, or food packaging materials shall not be allowed to work with these items.
         If an employee's illness is not severe and symptoms are not acute, the employee can be assigned to tasks that do not involve food handling or can be excused from work altogether until he/she is completely well.  Illness must not be passed on to customers or other employees.

  3.  Cleanliness.  Personnel working in direct contact with food, food contact surfaces, and food packaging materials shall follow hygienic practices to protect against contamination of food:
          a. Wear clean, protective outer garments.
          b. Maintain adequate personal cleanliness.
          c. Wash hands thoroughly (using a nailbrush and a double wash) before beginning work.  During working with food, the single wash method (no nailbrush) is sufficient.
          d. Remove unsecured jewelry and other objects that might fall into food and hand jewelry that cannot be adequately sanitized during periods when food is manipulated by hand.  Jewelry of this type, if it cannot be removed, may need to be covered.
          e. Maintain gloves for food handling in an intact, clean, and sanitary condition.  The gloves should be impermeable, non-latex.
          f. Wear effective hair restraints (e.g., hairnets, headbands, caps, beard covers).
          g. Store clothing and personal belongings away from exposed food or equipment/utensils washing areas.
          h. Do not eat food, chew gum, drink beverages, nor use tobacco in food preparation and service areas or equipment/utensil washing areas.
          i. Take any necessary precautions to prevent contamination of food, food contact surfaces, or food packaging materials with microorganisms or foreign substances such as sweat, hair, cosmetics, tobacco, chemicals, and medicines applied to the skin.

4.  Disposable gloves.  When employees wear plastic gloves for preparing and packaging food, they shall:
 a.  Wash their hands both before putting gloves on and after gloves are removed.
 b.  Change gloves when there is any possibility of cross-contamination.

5.  Heavy-duty gloves.  Some employees will need to wear heavy-duty, non-disposable gloves to protect their hands from harsh chemicals (e.g., personnel who wash pots and pans with strong detergent solutions).  These employees shall be given their own personal gloves that will not be shared with any other person, in order to prevent skin cross-infection(s).  Employees should wash their hands before putting on these gloves and after removing them.

6.  Hand cuts and abrasions. PICs/supervisors shall observe employees for cuts and abrasions on the hands and any other skin abrasions on exposed areas of the body.  Employees shall not work with any uncovered, ungloved infected cut or abrasion on the hands.  Cuts and abrasions that are not severely infected and do not interfere with an employee's ability to perform tasks shall be cleaned, disinfected, bandaged, and covered with a waterproof protector such as a properly fitting plastic glove.

7.  Contact with blood or body fluids from another person.  Before any personnel touch the blood (e.g., if bandaging the wound of another individual) or any other body fluid such as vomitus of another person, they shall put on properly fitting, disposable gloves that will prevent the body fluid from entering any cuts or breaks in the skin of their own hands.

8.  Personal cleanliness.  Every employee must bathe daily and use a deodorant to control body odor.  Employees shall use only mild perfumes or colognes that will not interfere with the aroma of food.  Employees shall wear clean, black, closed-toe shoes, and clean clothing (uniforms and aprons).  (Aprons and uniforms will be changed throughout the day if soil is noticeable.)
        a.  Fingernails.  Fingernails shall be neatly trimmed to less than 1/16 inch to make them easier to clean.  Employees shall not wear fingernail polish or artificial fingernails while working, because this material can flake or fall off into food being prepared or served.
        b.  Jewelry and hard objects in pockets.  Employees shall avoid wearing jewelry on the hands, wrists, neck, and ears, and will also avoid carrying hard objects such as loose pens, pencils, etc. in outside pockets while preparing and serving food.  Employees are permitted to wear plain wedding bands.
        c.  Handkerchiefs and facial tissues.  Handkerchiefs or facial tissues shall not be carried into the food production or foodservice areas.  Disposable facial tissues shall be available at the hand washing sink where employees can use them and then, wash their hands.  Employees will sneeze or cough by directing their heads away from foods, toward the floor, or into their shoulder, but NEVER their hands.
        d.  Chewing gum, smoking, and eating.  Employees shall not chew gum when working with food.  The gum and/or gum-chewer's saliva can find its way into a customer's food.  Employees shall not smoke in the kitchen area.  Employees who smoke shall smoke in the designated area and wash their hands afterward.  Employees shall not eat or drink while preparing and handling foods.
        e.  Personal medication and personal belongings.  Employees shall not bring personal medications or personal belongings into the kitchen or food production area.  Medications and personal belongings shall be stored in employee's lockers, away from exposed food or equipment / utensil washing areas.

9.  Handling food.  Employees shall always use utensils, plastic gloves, inverted plastic bags, and/or paper sheets to handle and serve prepared food.

10.  Hand and fingertip washing.  All employees who prepare food in the kitchen or production area and who serve food shall wash fingertips and hands according to the following procedure and as often as required by tasks performed. The two methods of fingertip / hand washing used in foodservice and food production areas are the double washing method (2x) and the single washing method (1x).

        The double wash procedure for hand washing is as follows:

  1. Water is turned on so that it runs at 1 to 2 gallons per minute with a temperature of 75 to 110°F.  The fingernail brush, fingertips, hands, and lower arms are wet with warm water.
  2. An adequate amount (1/8 to 1/4 teaspoon) of hand soap or detergent is applied to the fingernail brush.
  3. Under the running water, scrub the fingernails, between fingers, and backs of hands with the fingernail brush until the soapy lather is gone.
  4. Place the nailbrush bristles up so that the bristles can dry.  Note that the friction from the nailbrush and rinsing the lather off the hands is the critical control.  The hazardous microorganisms are in the lather, and the microorganisms are only removed to a safe level when all of the soap is off of the hands, arms, and fingertips.
  5. Apply soap again to the hands.
  6. Produce lather by rubbing the hands together.  Hands and arms, up to the shirt sleeve, should be thoroughly lathered.  The fingernail brush is not used.
  7. The lather is rinsed off.  The skin will feel clean.
  8. Hands and arms are dried with a single-use, disposable towel.
        The single wash procedure for hand washing is the same as the second part of the double wash procedure (steps 5, 6, 7, and 8).  Hands and lower arms are wet with water.  Soap is applied to hand surfaces, and lather is produced by rubbing the skin surfaces together.  Lathering must extend from between fingers up to the shirt sleeves.  (A fingernail brush is not used for single hand washing.)  After lathering, hands are rinsed in flowing water and dried with a disposable towel.
        Below are examples of mandatory times and hand washing methods that all employees must use to clean and remove surface contaminants from hand, arm, fingernail, and fingertip surfaces at the kitchen hand wash station.

The double wash procedure shall be used:
  Upon beginning a work shift
  When entering the kitchen
  After using the toilet
  After cleaning up vomitus or any fecal material
  After touching sores or bandages
  After handling concentrated chemicals.

The single wash procedure shall be used:
  Before and after coffee, food, or cigarette breaks
  After handling garbage
  After handling dirty dishes
  Between handling raw and cooked foods
  After blowing nose
  After touching skin, hair, beard, or soiled apron
  As often as necessary to keep hands clean after they become soiled.

11.  Unauthorized persons.  Unauthorized persons shall not be allowed in the food production and utensil washing areas.

12.  The traffic pattern of employees should prevent cross-contamination of the product.  Access of personnel and visitors should be controlled to prevent contamination.


Encl. 1
ORGANIZATION CHART for ____________________________________ (organization)

Name of owner ___________________________________________________________________




















Encl. 2
HACCP-TQM TEAM
Effective date ________________________
Position / Department
Member Name
  1.  Leader / PIC
  2.
  3.
  4.
  5.
  6.
  7.
  8.
  9.
10.


Encl. 3
JOB RESPONSIBILITIES


Department
Person's Name
Job Responsibilities

 
 
 
 
 
 

 


Encl. 4
DOUBLE HAND WASH LOG


Name
Time
Verification

Maintenance
Soap refill, time:_________________________ Amount ______________ By  ____________________
Paper towel refill, time:___________________ Amount ______________ By  ____________________
Sink and nailbrush cleaned, time:___________ Amount ______________ By  ____________________

Verification
Date ________________________ Time  ______________ Supervisor ___________________________
Date ________________________ Time  ______________ Supervisor ___________________________
Date ________________________ Time  ______________ Supervisor ___________________________


Encl. 5
EMPLOYEE IMPROVEMENT WORKSHEET
    1. Employee name __________________________________________________  Position title _________
 Department ___________________________  Supervisor ________________________  Date _______
    2. Area for Improvement (Complete both sections)
___ Work performance (task oriented)
___ Work habits (behavior oriented) 
-----------------------------------------------------------------------------------------------------------------------------------
___ Note to file
___ Verbal 
___ Written
___ Suspension 
___ Suspension pending investigation to terminate
    3. Circumstances
Identify the specific undesirable work performance/habit behavior(s) the employee is exhibiting.  Explain the impact of these behaviors on the company and what continuation of these behaviors means.  Explain what makes improvement of these behaviors important to you.

 

    4. Action Plan
Describe the expected improvement and/or standards for the future in quantitative terms and a specific date the improvement is to be achieved.  Discuss how performance/behaviors will be monitored to ensure that improvement is maintained.

 

    5. Supervisor's Support
What support, if any, is needed from the supervisor to help the employee succeed?

 

    6. Employee's Plan of Action
What will the employee do to ensure his/her own success?

 

    7. Consequences
Describe next action(s) if desired improvement does not occur and/or is not maintained.

 

   8. Employee's Comments

 

    9. Plan for follow-up discussion 
Date ___________________________  Time ___________________  Place __________________

 

  10. Acknowledgments

I have read and understand the contents of this improvement worksheet.  I also understand that a copy of this worksheet will be placed in my file.  I have been provided a copy for my personal records. 

Employee signature ________________________________ Date ________________

Supervisor signature ________________________________ Date ________________
 



 

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