TITLE:	ES&H Manual
DOCUMENT ID:	2220 Landlord/Tenant Responsibilities

1.0 Introduction

This chapter defines the assignment of environmental, safety, and health (ES&H) responsibilities particular to geographical areas at Jefferson Lab. While the Laboratory Director is ultimately responsible for ES&H, and each person at Jefferson Lab is responsible for establishing knowledgeable control of the hazards through application of ES&H requirements within his/her work area. Particular aspects of coordination and oversight are most conveniently handled on a geographical basis.

In order to ensure clarity, a landlord division is identified for each space within the laboratory. From time to time other organizational units may occupy part of the space. This chapter describes the ES&H responsibilities of each party.

In situations where responsibilities of individuals or organizations are unclear or ambiguous, the Director or his/her designee shall assign responsibilities.

2.0 Landlord and Tenant Responsibilities

This section defines the landlord/tenant relationship and related responsibilities.

The Director shall ensure that each space at Jefferson Lab has assigned to it a designated division or office as landlord. The landlord line management is responsible to:

1. Ensure that the space is appropriately maintained and used both properly and safely. This implies, for example, that the space is being used for the purpose for which it was designed (Ex: office space or storage is not used for a work shop of lab).
2. Arrange periodic, documented ES&H inspections of the space at least quarterly in accordance with the division self-assessment plan and using a graded approach, correct deficiencies found on those inspections or other inspections conducted by the laboratory, DOE, or other cognizant outside agencies. This may be done via coordinated involvement of tenant safety wardens.
3. Coordinate fire drills with the Emergency Manager at least annually.
4. Ensure access to assigned areas by emergency personnel.
5. Maintain the elements of the Emergency Management Plan applicable for the space. See ES&H Manual Chapter 3510 Emergency Management Plan.
6. Ensure that a safety warden, and if appropriate, a building manager has been appointed for each assigned space. These roles are typically collateral duties subject to the individual’s normal line management supervision.
7. Ensure that all building modifications are appropriately reviewed for ES&H issues prior to implementation.

Safety Wardens are typically assigned for functional work areas where they normally spend a large fraction of their work time.

Building Managers are typically assigned for large buildings (such as ARC, CEBAF Center, Test Lab, etc.) that house multiple work groups. They deal primarily with organizational interfaces and shared resource coordination. The landlord line management may, in some instances, choose to appoint a single individual as both building manager and safety warden.

Building Managers shall be responsible for:

a. Promoting and enforcing ES&H rules and sound work practices, especially concerning shared-use facilities.

b. Coordinating activities which change the hazard conditions in shared work areas, especially those involving building infrastructure.

c. Observing subcontractor civil construction activities within their area and notify the cognizant Subcontracting Officer’s Technical Representative (SOTR) of any problems.

d. Assisting in the resolution of ES&H concerns brought to their attention.

e. Addressing tenant activities wherever such activities affect the Lab’s application of environmental, energy, or transportation management practices.

If Jefferson Lab users or employees from one division are assigned to a building or area where another division is designated as landlord, the former group shall be designated as a tenant. The tenant shall:

a. Comply with all established Jefferson Lab ES&H policies and procedures.

b. Appoint a building liaison person, preferably an individual customarily working in the building, to act as building contact person with the landlord’s Safety Warden(s).

c. Appoint a Safety Warden for the area if the tenant is the principal occupant of a significant work area.

d. Cooperate during ES&H building inspections and correct any problems which are caused by the tenant’s employees or equipment.

e. Identify unusual technical equipment to the landlord so that potential ES&H problems can be addressed properly.

f. Participate in any emergency response drill or exercise that affects the area.

ISSUING AUTHORITY	CHAPTER AUTHOR	APPROVAL DATE	EFFECTIVE DATE	EXPIRATION DATE	REV.
ESH&Q Division	Rusty Sprouse	06/18/2004	06/18/2004	06/18/2007	0

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 8/24/2009.