Physics Division Work Governance

 

Physics Division Work Governance

Contents

Physics Division Work Governance. 1

1.      Preface. 2

2.      Personnel Training.. 2

2.1 Documentation Requirements. 3

2.2 Attire. 3

2.3 Additional training. 4

2.4 Users and Students. 4

3.      Organization and Administration.. 5

3.1 Hall Work Coordinator 5

3.2 Accelerator, Engineering and Admin Support Personnel 6

3.3 Users and Contractors. 6

4.      Operating Procedures. 7

4.1 Work Routines. 7

4.2 Beam Line Installation and Modifications. 7

4.2 Scheduling of Work by Outside Groups. 8

4.3         Collaboration Request for Laboratory Resources. 8

Appendix A.. 8

Appendix B.. 9

Appendix C.. 9

   

  1. Preface

 

As part of its mission, Jefferson Lab (JLab) provides the resources necessary for international collaborations of scientists to carry out basic research in nuclear physics and related disciplines.  This research, and the work associated with installing the equipment necessary to carry it out, must be conducted in a manner that ensures that Environmental, Safety, and Health (ES&H) concerns are addressed at all times.  The integration of ES&H activities into work planning and work activities, i.e. integrated safety management, supports the goals of the laboratory: obtaining the highest quality scientific results with efficient, safe, and environmentally responsible operation.

This document outlines how all personnel will conduct work safely and effectively in any Physics Division Work Area.  It is directed to physics users, physics staff, contractors, and user-supported and regular JLab technical staff. It must be read, understood, and followed by all persons working unescorted in any Physics Division Work Area. Experiment commissioning and running periods are not covered by this document but rather in specific Conduct of Operations documents for each hall that is enhanced with details for each experiment to be run.

     

       It is important to note that it is a core JLab policy that “No activity is so important or urgent that our standards for safety, health, or environmental protection are compromised.”

  1. Personnel Training

All personnel involved in any Hall activities during an installation period are required to have successfully completed and be current in the following JLab safety training:

  • ES&H Orientation (SAF 100),
  • Oxygen Deficiency Hazard Training (SAF103),
  • Relevant Hall Safety Awareness Walk-Through,
    • Hall A - SAF110,
    • Hall B - SAF111,
    • Hall C - SAF112,
    • Hall D - SAF113
  • Current Radiation Worker Training and radiation dosimeter issued by JLab.
  • Must have read and signed the current General Access Radiation Work Permit (SAF801kd).

Everyone working in a Physics Division Work Area must read and abide by the rules described in this document.  

All personnel are required to wear JLab issued radiation dosimeters while performing work in the halls. The Safety Awareness Walk-Through for new staff, users, or contractors will emphasize any hazards that are peculiar to the current installation.  Any personnel who find the configuration or equipment in the Hall to be substantially different than it was when they took the Walk-Through are encouraged to communicate with the Work Coordinator for guidance. It is foreseen that the Hall Safety Awareness Walk-Throughs will be updated as the various halls complete major installation work for experiments requiring major configuration changes.

2.1 Documentation requirements

 All personnel are required to inform the Hall Work Coordinator, or his designated alternate, of their planned tasks in the Hall on a daily basis before commencing the work. In addition, personnel must familiarize themselves with the sections of the JLab ES&H Manual relevant for their work in any Hall.  The JLab ES&H Manual addresses the need for a process of hazard analysis, identification and implementation of mitigating safety measures, and evaluation and documentation of their effectiveness for a particular task or set of tasks An ePAS is required to perform the task hazard analysis.. This link  https://www.jlab.org/ehs/ehsmanual/ePAS_rev0.htm to the ESH manual gives instructions for using ePAS. ePAS should be accessed through Task Lists (HAlist, HBlist, HClist, HDlist, etc.) for tracking and notification purposes.  Access to technical work documents is available through the Hall Work Coordinator and must be signed and followed by anyone carrying out work on relevant apparatus.  Also, the JLab ES&H Manual is available at (http://www.jlab.org/ehs/ehsmanual/index.html). Task Lists are available at https://www.jlab.org/listsites/. For the Physics Division, ePAS should be entered through the appropriate Task list to ensure task distribution that is not provided by ePAS.

2.2 Attire

Minimum clothing requirements in the Experimental Halls have been determined by the Hall Leaders with input from that Hall’s work coordinator to be;

 

Hall A

Long pants, short sleeve shirt, closed-toed serviceable shoes

 Hall B

Long pants, short sleeve shirt, closed-toed serviceable shoes, Hard Hat

Hall C

Long pants, short sleeve shirt, closed-toed serviceable shoes

Hall D

            Pants, short sleeve shirt, closed-toed serviceable shoes

 

In all Physics Division work areas, minimum clothing requirements will be subject to the task being performed, the requirements of the ES&H manual and the discretion of the Hall work coordinator. Attire for tours will be determined based on the tour.

All Personnel working in a Physics Division Work Area outside the Halls are required to inform the supervisor of that work area of their planned tasks daily and ensure a current ePAS is posted before commencing the work. In addition, personnel must familiarize themselves with the sections of the JLab ES&H Manual relevant to their work in any Physics Division Work Area. They must also comply with the rules for technical work documents required for work in the Halls. Access to technical work documents are available through their supervisor and must be signed and followed by anyone carrying out work on relevant apparatus. 

 

2.3 Additional training

According to OSHA, more than 22,000 people in the US are injured using ladders each year. Before using a ladder at Jefferson Lab, you are required to take Ladder Safety Training (SAF307). If your task requires you to work from a ladder in a position other than between the ladder rails, you may be required to take the Fall Protection classes and are required to wear a safety harness. If this applies to you please see your sponsor or supervisor.

If you have never had a class on the hazards of lead, that alone is enough reason to take the lead class. If you have taken a class on the hazards of lead you will want to learn what is required to handle it here at JLab. Before you handle any lead, be it in the form of bricks, sheets, pellets, or solder you must take Lead Worker Safety Training (SAF136).

If you are going to do more to a piece of electronic equipment than plug it into a receptacle, you are required to take Electrical Safety Training (ESC001). It is required to make a hazard assessment of the electrical equipment you are working on and to evaluate the requirements for locking out a piece of equipment before working on it. To be qualified to work on any equipment that has been energized in any way, be it electrical, hydraulic, or mechanical you must take Lock, Tag, and Try Training (SAF104) and be trained by that piece of equipment’s SME (Subject Matter Expert) before starting the work. More information can be found in the ESH Manual chapter 6230 T1.

 

2.4 Users and Students

Guidelines for students working in Experimental Halls:

  • No high school student may work outside regular working hours.
  • No one under 18 (student or otherwise) may work in any Hall.
  • Undergraduates working outside regular working hours must be pre-approved by the DSO
  • During their first three months working in conjunction with JLab or user staff, undergraduate students 18 and over may be allowed to work in the halls (following all standard rules as outlined in the Hall Conduct of Operations (COO), the Hall Radiation Work Permit (RWP) and more generally, the JLab ES&H manual) with the provisions that:
  1. They have completed the FULL complement of standard training courses (ES&H awareness (SAF100), ODH (SAF103), Rad Worker I (SAF801), Hall specific hazard awareness training and have signed the “COO”) and any additional training that may be deemed necessary for the assigned task;
  2. Their work in the hall is always under the supervision of a hall-authorized “buddy”, with the only non-standard condition that the buddy is NOT another undergraduate;

  c.   One of the following is true:

i) A permanent JLab staff member has supervisory responsibility for their work, is cognizant of the work to be done, and approves the “buddy,” or

ii) A fully trained user is their supervisor for the purposes of their work at JLab, is cognizant of the work to be done and approves the “buddy.”

At the end of the 3-month “trial period”, undergraduate students 18 and older who have demonstrated to the satisfaction of a JLab staff member that they are responsible and safety conscious shall be permitted to work in the halls under the same guidelines that apply to other users.

  • Graduate students are considered users.
  1. Organization and Administration

Overall responsibility for all activities taking place in a Physics Division Work Area is the responsibility of the assigned Hall Leader, Hall Work Coordinator or your supervisor. The functions of the Hall Work Coordinators are detailed below as well as a review of the responsibilities of support personnel, contractors and users.

3.1 Hall Work Coordinator

The Hall Work Coordinator is the primary contact for all installation and maintenance work taking place in the Hall. The responsibilities of the Hall Work Coordinator are to:

  • Determine if the scheduled activities in the Hall can be done safely as proposed.
  • Ensure that workers are familiar with all significant hazards in the Hall and contribute to development of the Hall installation plan
  • Ensure entry of all requests for cross-division work into ATLis
  • Act as the single point of contact for Hall installations
  • Coordinate and schedule activities in order to optimize productivity and safety.
  • Be aware of all applicable work control documents associated with the project
  • Remain in the local area and to be available by cell-phone/pager at all times. If temporarily unavailable, the Hall Work Coordinator must appoint a qualified Hall Staff member as his/her designate. The name of such designate should be clearly posted at the Hall entrance.
  • Report on installation progress in weekly Hall meetings and to keep the installation schedule progress up-to-date.
  • Keep postings at all entrances up to date.

3.2 Accelerator, Engineering and Admin support personnel

The responsibilities of non-Physics Division JLab staff members are to:

  • Carry out their work in a safe and efficient manner.
  • Inform the Hall Work Coordinator about any planned work in the Hall.
  • Keep all their required training up-to-date.
  • Read the entries posted at the safety bulletin board at the gate entrance of the Hall and be aware of changes in work plans and new work planning documentation.
  • Request any modifications to the installation and/or the installation schedule through the Hall Work Coordinator.

3.3 Users and Contractors

Users and Contractors are persons whose supervisor is not a Hall staff member and are not covered under section 3.2.  Users often have a member of the Hall physics staff as the local sponsor, contractors often have a member of the Hall technical staff as the technical representative (TR).  The responsibilities of each user or contractor are to:

  • Carry out their work safely and efficiently.
  • Inform the Hall Work Coordinator in advance of any desired activities in the Hall.
  • Keep all their training up-to-date.
  • Read the entries posted on the safety bulletin board at the gate entrance of the Hall and be aware of changes in goals, operating parameters, and new documentation.

In addition, the responsibility of each user is to discuss requests for modifications to the installation and/or installation schedule with the Hall Work Coordinator. Based on the assessed impact of the request, approval may have to be provided by the Hall Leader or designated manager before proceeding.

  1. Operating Procedures

4.1 Work Routines

Due to the large scale of typical installation work, many different groups will be involved.  These include:

      1. Hall technical staff, under the direct supervision of the Hall Work Coordinator
      2. Hall physics staff
      3. University user groups, students and university-supported technical personnel
      4. Contractors
      5. Accelerator, Engineering, Administration and Physics Division support groups.

The standard procedure for work during installation has been identified above, with the Hall Work Coordinator as the central point of contact for all work being performed in the Hall. It is important to remember that any piece of equipment that was inside a beam enclosure (e.g. hall and beam tunnel) while beam was delivered must be surveyed by Radiation Control (RadCon) and released by them before it can be removed from the hall. Also, any item tagged by RadCon as Radioactive Material (RAM) must remain as a single entity – it must not be disassembled. If disassembly is needed, contact RadCon for approval before taking the item apart. Finally, always check with the Hall Work Coordinator as some of the work may require special procedures – for example, working inside the racks in Hall A due to Be-7 contamination of forced air-cooled electronic equipment in those racks.

The mode of operations for requests for work and plans to do work by outside groups are further detailed in the following Sections.

4.2 Beam Line Installation and Modifications

Installation work in the Halls may require changes to the beamline (or a completely different beamline) configuration. All beamline work must be well documented as it may affect the site boundary radiation dose and the production of airborne radioactivity and may affect beam operations.  Beamline work and beamline modifications must adhere to the following rules:

      1.  Notify the Hall Work Coordinator or his designate before initiating work on the beam line.
      2.  Radiation Control group has assessed the radiological conditions of the work area and work guidance, if necessary, has been issued.
      3. Enter the work activity description into a Task List and be sure to check the optics box under "Systems" to ensure the Hall Accelerator Physics Experimental Liaison (APEL) is notified.

4.2 Scheduling of Work by Outside Groups

Work in the Hall and work that will affect the Hall performed by external groups such as survey and alignment, plant services, air conditioning, etc., must be scheduled so that it does not endanger personnel or equipment or interfere with the installation work. The Hall Work Coordinator is the single point of contact for any work by outside groups. To effectively schedule this work, the Hall Leader and the Hall Work Coordinator will concur on task scheduling.  The Hall Work Coordinator’s job is to coordinate activities in the Hall so that work can take place smoothly and safely and to ensure that multiple activities do not interfere with each other.

Scientific collaboration groups from outside JLab (e.g. universities or other labs) are assigned a Hall staff contact point. In those cases, the Work Coordinator and the appropriate Hall staff will meet as needed to plan the scheduled work and develop appropriate work control documents, and educational or other safety measures (such as escorts) that may be needed.

    1. Collaboration Request for Laboratory Resources

The Hall Leader must approve requests by User Collaborations for JLab-provided services. Most activities will require documentation through ePAS to be developed.

Appendix A

Physics Division Work Planning Requirements

The following are Physics Division requirements related to work planning, control, and authorization for work projects and test setups in division work areas across the laboratory.

For the testing and commissioning of experimental equipment, the consequences/cost of said equipment should receive careful consideration when doing the risk analysis.

  • All equipment setups or tasks performed in the Physics Division must have an ePAS or be covered under an existing ePAS for the area or task per ePAS training. Anyone needing to do work, testing, etc. must, at a minimum, be signed off as a work party member by the Recipient in Charge (RIC) of the appropriate ePAS before beginning work.

 

  • An ePAS is required for any new equipment brought to Jefferson Lab. ePAS should be accessed through Task Lists (HAlist, HBlist, HClist, HDlist, etc.) for tracking and notification purposes.  Access to technical work documents is available through the Hall Work Coordinator and must be signed and followed by anyone carrying out work on relevant apparatus.  Also, the JLab ES&H Manual is available at (http://www.jlab.org/ehs/ehsmanual/index.html). Task Lists are available at https://www.jlab.org/listsites/ . For the Physics Division, ePAS should be entered through the appropriate Task list in order to ensure task distribution that is not provided by ePAS.

 

  • Any experimental system being assembled, tested or being installed at Jefferson Lab that is destined to become base or major equipment in an experimental Hall will require an ePAS prior to initial setup and testing. This ePAS will include all pertinent information for the Hazards, installation, maintenance and operation of the equipment so as to be easily transferred to the Experimental Hall’s operations manual.

 

  • When in doubt as to if a work test set up documentation is required, or you have related questions please feel free to contact the Division Safety Officer or Deputy (Ed Folts or Neville O’Sullivan).

Appendix B

Useful links that can be found at https://www.jlab.org/physics/workdocs

Appendix C

ePAS (electronic Permit Administration System)

The link for ePAS can be found here https://www.jlab.org/esh/epas. Training can be accessed through the same link. The ESH manual link for ePAS can be found here https://www.jlab.org/ehs/ehsmanual/ePAS_rev0.htm

Once the staff is trained, ePAS will be used for the implementation of Lock Out Tag Out (LOTO) of all equipment that may contain stored energy including electrical, mechanical, and hydraulic systems. It will also be used for;

  • Elevated Work permits
  • Hot Work Permits
  • Confined Space permits
  • Blind Drill permits
  • Excavation permits
  • Energized Electrical Work permits

ePAS should be used whenever a Task list has been used in the past and should be accessed through the applicable Task list for the area or group you are working in or with.

The ePAS system should be used to get a Task Hazard Analysis (THA) for your task, to assign a recipient of the Permit to Work that will be responsible for the task and to get supervisory approval to begin the task.

The ePAS THA is designed to give;

  • Permit Type     
  • Required Certificates
  • Required Forms      
  • Requirement for a Formal Risk Assessment
  • Required Approvals
  • Required Documents
  • Hazard Conflicts
  • Additional Control Sections on reports
  • Competency requirements

 

ePAS cannot be accomplished without the training.