TITLE:

ES&H Manual

 

DOCUMENT ID:

1300 Appendix T1

Content Review Procedure

 

 

1.0          Purpose

 

This procedure describes how to introduce, revise, delete, review, and approve Environmental, Safety, and Health (ES&H) Manual content. 

 

2.0          Scope

 

Content revision requests are reviewed by the Technical Points-of-Contact in conjunction with appropriate Subject Matter Experts.  All accepted edits are reviewed and approved by the Associate Director – ESH&Q. 

 

The process steps for this procedure are performed in coordination with ES&H Manual Chapter 1300 Content Review Process.

 

3.0          Responsibilities

NOTE:           Management authority may be delegated at the discretion of the responsible manager.

 

3.1            Anyone at Jefferson Lab

·       Submit requests to introduce, delete, review, or otherwise revise ES&H Manual content to the ES&H Manual Editor per ES&H Manual Chapter 1300 Appendix T2 Content Determination Procedure.  

 

3.2            Technical Points-of-Contact

·       Perform Technical Review requirements as outlined.

 

3.3            ES&H Manual Editor

·       Provide Technical Points-of-Contact with review and editing assistance.

·       Perform Technical Review requirements as outlined.

·       Perform DSC/DSO Review requirements as outlined.

·       Perform Director Approval requirements as outlined.

·       Perform Content Update requirements as outlined.

 

3.4            Technical Review Team Members

·       Review content when requested and verify that current standards and requirements have been incorporated.  (See ES&H Manual Chapter 2410 Appendix T1 Hazard Issues List for a listing of current standards and requirements.)

·       Ensure draft procedures are supportable and enforceable.  

 

3.5            Director’s Safety Council/Division Safety Officers (DSC/DSO) 

·       Perform DSC/DSO Review requirements as outlined. 

o   Determine individuals from within your division/department, whose work is affected by the content, to review and submit relevant comments. 

·       Understand that “no comment” is deemed acceptance of the content.

 

3.6            Associate Director – ESH&Q 

·       Assign content to Technical Point-of Contacts.

·       Determine appropriate subject matter to be included in the manual.

·       Determine whether requested edits are substantive.

·       Approve Technical Review team members.

·       Perform DSC/DSO Review requirements as outlined.

·       Review, and if acceptable, approve all ES&H Manual content.

 

3.7            Laboratory Director

·       Designate other individuals to approve program (chapter) content.  (Provide their names to the ES&H Manual Editor.)

·       Review, and if acceptable, approve all ES&H Manual chapter content.

 

4.0          Process Steps

 

4.1            Review Request

 

The following process is performed as often as necessary; prior to expiration of current document; or as requested by others.

 

Anyone at Jefferson Lab may request a content review.  Submit request, in writing, to the ES&H Manual Editor.  Include the following:

·       Requestor’s Name

·       Factor Initiating the Change

·       Number of People affected by the change

·       Likelihood of an Incident Occurring if the change is not implemented

·       Other information deemed relevant to the situation

See ES&H Manual Chapter 1300 Appendix T2 Content Determination Procedures for more information.

 

Responsibilities for each process step are outlined within the procedure.

 

Step 1:               Review Request: performed by ES&H Manual Editor

·       Submit edit requests, or expiration notifications, to Technical Point-of-Contacts for document review.

 

Step 2:               Document Review: performed by Technical Point-of-Contact

·       Review relevant standards, regulations, and contract requirements.  (See ES&H Manual Chapter 2410 Appendix T1 Hazard Issues List).

·       Review qualifying training requirements.  (NOTE: Work with DSOs, Division Managers, and Training Manager to determine if training is required.  Review process within ES&H Manual 4200 Appendix T1 Training Course Development.)

 

NOTE:  In certain circumstances, in order to be considered “qualified” to perform work at Jefferson Lab, training is required.  It is the responsibility of qualified individuals to maintain current training requirements.  The ES&H Manual includes training course numbers to assist Supervisors in recognizing these training requirements.  Training course content, tracking etc., is beyond the scope of this manual and should be coordinated through the Jefferson Lab Training Manager. 

 

Step 3:               Edit Request: performed by Technical Point-of-Contact

·       Submit one of the following to the ES&H Manual Editor.

 

1.      Change Request

Change(s) is required. 

Submit required edits to ES&H Manual Editor

2.      Confirmation that a Review has been Performed

No substantive change(s) is required.  

Go to 4.5 Content Update.

3.       Request for Deletion of Content

Content is deemed to be redundant, or is no longer necessary

Request for Deletion of Content

Document ID:

 

Document Author:

 

Expiration Date of Chapter:

 

Reason(s) for Request:

 

Related Information:

 

 

 

 

Step 4:               Content Determination: performed by the ES&H Manual Editor

·       Submit the draft document to the AD– ESH&Q for content determination.

IF

THEN

Change(s) is considered substantive.

Go to 4.2 Technical Review

Change(s) is not substantive.

Go to 4.5 Content Update.

 

Figure 1 – Review Request

 

4.2            Technical Review: performed by ES&H Manual Editor

 

Step 1:          Document Review - Schedule a technical review meeting with subject matter experts to verify that relevant standards and requirements have been incorporated into the content.  (This can be done through the use of a standing Safety Committee or an ad hoc committee with membership approved by AD-ESH&Q.)

 

Step 2:          Submit the accepted technical review draft document to AD ESH&Q for DSC/DSO (Labwide) Review.

 

It is critical that reviewers verify that key components of relevant standards and requirements have been incorporated into the ES&H Manual.  To identify key components within the standards and requirements listed in ES&H Manual Chapter 2410 Appendix T2 Hazard Issues and Contractual Commitments Update Procedure, look for statements containing the words “shall,” “will,” or “must”.

 

Figure 2 – Technical Review

 

4.3            DSC/DSO (Labwide) Review (Duration: Typically 10 business days) 

 

Responsibilities for each process step are outlined within the procedure.

 

Step 1:               Review Request: performed by Associate Director – ESH&Q

·       Submit the draft document to members of the DSC and DSO for review and comment.

 

Step 2:               Document Review: performed by DSC/DSO

·       Review draft document.  (NOTE:  You are encouraged to include individuals from within your division/department, whose work is affected by the content, to review and submit relevant comments.) 

·       Submit comments to the ES&H Manual Editor. 

 

Step 3:               Acceptance: performed by DSC/DSO

·       Draft content is considered accepted when no substantive comments are received. (NOTE: Substantive comments may require another Technical Review (go back to 4.2 Technical Review).  The content will then be resubmitted for another DSC/DSO Review.  This will continue until no substantive comments are received.)

 

Figure 3 – DSC/DSO (Labwide) Review

 

4.4            Director Approval (Duration: Typically 10 business days)

 

Responsibilities for each process step are outlined within the procedure.

 

Step 1:          Approval Request: performed by ES&H Manual Editor

·       Submit final draft chapter documents to the Laboratory Director and his designates for approval.

·       Submit final draft appendix documents to the Associate Director – ESH&Q for approval.

 

Step 2:          Approval: performed by Laboratory Director (and designees), and Associate Director – ESH&Q

·       Review content, if acceptable; submit approval to the ES&H Manual Editor.  (NOTE:  Content becomes effective only after All designated approvals are received.) 

 

4.5            Content Update

 

Upon document approval the ES&H Manual Editor performs the following process steps:

 

·       Record the document’s approval date, expiration date, and revision number.

·       Respond to any individual who may have requested changes.

·       Post content to the electronic file system.

·       Notify Technical Point-of-Contact and DSOs of content updates

 

5.0          Revision Summary

 

Revision 1.2 – 11/28/12 – Added flow chart for Technical Review to clarify review process.

Revision 1.1 – 10/10/11 – Triennial Review.  Combined “Review Cycle” and “Technical Review.”  Consolidated process steps to reflect current requirements.

Revision 1 – 10/27/08 - Updated to reflect current laboratory operations.

 

 

 

ISSUING AUTHORITY

TECHNICAL

POINT-OF-CONTACT

APPROVAL DATE

EXPIRATION DATE

REV.

 

 

ESH&Q Division

Mary Jo Bailey

10/27/08

10/10/16

1.2

 

This document is controlled as an on line file.  It may be printed but the print copy is not a controlled document.  It is the user’s responsibility to ensure that the document is the same revision as the current on line file.  This copy was printed on 11/29/2012.