TITLE:

ES&H Manual

 

DOCUMENT ID:

1300 Appendix T1 Content Review Procedure

 

 

1.0          Introduction

 

This procedure describes how to introduce, delete, draft, review, and approve new and revised ES&H Manual content.

 

2.0          Procedure

 

Figure 1 – Review Cycle

 

2.1            Review Cycle: (Duration: Typically 10 business days)

ES&H Manual content is reviewed by chapter authors periodically or upon request. 

 

2.1.1       When appropriate the ES&H Manual Editor provides the chapter author with a current, editable version of the content. 

 

2.1.2       The author has two weeks to provide changes/updates to the ES&H Manual Editor.

 

2.1.3       If no substantive changes are required the author informs the ES&H Manual Editor.

 

2.1.4       The ES&H Manual Editor updates the content to include:

·       Documenting the approval/effective date.

·       Updating the Revision Number.

·       Posting the reviewed content to the electronic file system.

·       Denoting the next scheduled review date.

·       Responds to any individual who may have requested changes.

 

 

Figure 2 – Author Review

 

2.2            Author Review (Duration: Typically 20 business days)

If substantive changes are required the document proceeds to an Author Review.  The author:

 

2.2.1       Reviews current regulations and contract requirements to verify that all areas of the chapter/appendix are valid.

 

2.2.2       Reviews actual Jefferson Lab processes to verify that all areas of are addressed, valid, and implementable.

 

2.2.3       Requests the assistance of the ES&H Manual Editor to:

·    Coordinate a procedure assessment by the QA/CI Department

·    Assemble High Performance Work Teams of subject matter experts

·    Provide document support and editing functions

 

2.2.4       Identifies any necessary training/required reading requirements.  Work with Division Safety Officers (DSO), Division Managers, and Training Manager to establish a training plan for affected workers.  Review ES&H Manual 4200-T1 Training Course Development.

 

2.2.5       Submits to the ES&H Manual Editor the draft content for Director’s Safety Council (DSC)/DSO Review and /Final Approval.

 

2.2.6       Request additional time from the ES&H Manual Editor, if necessary. 

 

Text Box: NOTE: If chapter content is deemed to be redundant with other Jefferson Lab programs/policies/ procedures or is no longer necessary a “Request for Deletion of Content” may be submitted to the ES&H Manual Editor.

 

Request for Deletion of Content

Document ID

 

 

Document Author:

 

Contact#:

 

Expiration Date of Chapter:

 

Date of Request:

 

Reason(s) for Request:

 

 

Related Reference Locations

 

 

 

 

Figure 3 – Director’s Safety Council/Division Safety Officer (DSC/DSO) Review

 

2.3            Director’s Safety Council/Division Safety Officer (DSC/DSO) Review (Duration: Typically 10 business days)  All ES&H Manual content requiring substantive changes or requests for deletion are submitted for review to members of the DSC/DSO. 

 

Text Box: NOTE: If DSC/DSO members have no comment, or are in agreement with a Request for Deletion, the content will be deleted with no further approval necessary.

 

2.3.1       Members may designate individuals from their division/department, whose work is affected by the changes to the content, to review and submit relevant comments on the member’s behalf. 

 

2.3.2       Review comments are submitted to the ES&H Manual Editor.  If comments are considered substantive another Author Review may be convened and the document will be resubmitted for a DSC/DSO Review.  This will continue until no substantive changes are received.

 

2.3.2.1  If training/required reading is identified the training plan is reviewed by the DSC/DSO. 

·       Members identify those within their division/department who would benefit from the training.

·       A timeline for an effective date is established and communicated to the ES&H Manual Editor. (i.e. Adequate time for affected individuals to be trained.)

 

Text Box: NOTE: Training implementation, organization, tracking etc, is beyond the scope of this manual and should be coordinated through the Jefferson Lab Training Manager. However, ES&H Manual content, though approved, may not become effective until the required training/reading has been implemented.

2.3.3       ES&H Manual Editor submits the final draft to the appropriate approval authority. 

§  Policy content (chapters) to Laboratory Director and designees;

§  Procedure content (appendices) to Associate Director-ESH&Q and designees.

 

Figure 4 – Final Approval

 

2.4            Final Approval (Duration: Typically 10 business days)

The ES&H Manual Editor submits the final draft to the appropriate approval authority. 

 

§  Any review comments are submitted to the ES&H Manual Editor.  If comments are considered substantive another Author Review is convened and the content resubmitted for a DSC/DSO Review.  This will continue until no substantive changes are received.

 

§  If no substantive changes are requested documentable approval (i.e. e-mail, signed hard copy, etc.) is required from all approvers to the ES&H Manual Editor before the document is considered final.

 

§  Only after all designate approvals are received shall the content become effective.  The ES&H Manual Editor updates the manual to include:

·       Posting the approved content to the electronic file system.

·       Documenting the content effective date and revision number

·       Responding to any individual who may have requested changes.