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3120 The CEBAF Experiment Review Process |
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1.0
Introduction
It
is Jefferson Lab policy to conduct research so that the environment and
people’s health and safety (ES&H) receive the highest consideration, while
the best use is made of laboratory resources.
Jefferson Lab holds the strong conviction that high standards in ES&H
are fully compatible with accomplishing forefront research. To achieve these goals, each experiment must
undergo a careful review of both its scientific merit and its effects on the
environment, health, and safety. This
chapter outlines our review process. It
includes summary information (mainly in outline form) of the complete process
from the conception of a new experiment through its installation and execution. This process will be followed by all
experiments mounted in the experimental halls at Jefferson Lab, and may also be
used for the review of “special” experiments using other capabilities of the
laboratory.
Because much of the
equipment in the experimental halls at Jefferson Lab will be used for many
experiments, we have designed the ES&H portion of the review process to
minimize unnecessary duplication of safety analyses and documentation. We define four types of experiments
based on the degree to which they use existing, reviewed, documented equipment:
- Experiments
using major new apparatus
- Experiments
using only the existing (base) equipment “as is”
- Experiments
requiring temporary modification of existing (base) equipment
- Experiments
requiring permanent modification of existing (base) equipment
The initial (commissioning) experiment for each experimental hall
is, by definition, of the first Type. The
commissioning process will be used to establish the base equipment and to
refine its documentation and operations procedures for subsequent experiments. Subsequent experiments that use the equipment
that has already been commissioned are Type 2, 3 or 4, as appropriate. Experiments that require major new apparatus
go through the same cycle as the initial equipment.
2.0
ES&H documents required
Three major ES&H
documents are required as part of the review process for each experiment: a Conduct
of Operations (COO); a Radiation Safety
Assessment Document (RSAD); and an Experiment
Safety Assessment Document (ESAD).
The COO addresses an
experiment’s policy, procedures and documentation; all COOs follow a generic
format which is described in ES&H Manual Chapter 3120 Appendix A
Conduct of Operations (COO) for Jefferson Lab.
The RSAD
addresses radiation and activation issues associated with the delivery of beam
to an experiment. It also addresses
decommissioning plans for the target and beam-activated components as
appropriate. An outline for a typical RSAD,
indicating its content, is provided in ES&H Manual Chapter 3120 Appendix B Typical Outline for a Radiation
Safety Assessment Document.
The ESAD
describes identified personnel and environmental hazards of an experiment and
the measures taken to eliminate, control or mitigate them. This document covers not only the installed
experiment, but also the installation and subsequent access to the equipment. An outline for a typical ESAD is presented in ES&H Manual Chapter 3120 Appendix C Typical Outline for a
Preliminary Experiment Safety Assessment or an Experiment Safety Assessment
Document.
The variations on
these documents and their content for the four types of experiments are
outlined in Table 1 below. Further
information is provided in the remainder of this document and in the glossary and
references provided.
Table 1: ES&H
Documents Required for Different Experiment Type
|
Type |
Experimental Apparatus
Used |
Required ES&H
Documents* |
|
1 |
Major New Apparatus |
COO RSAD
that documents EOE and
addresses beam-induced radiation issues ESAD for complete apparatus |
|
2 |
Base Equipment Only |
COO referencing the Base Equipment Operating Manual RSAD
that documents EOE and
addresses beam-induced radiation issues |
|
3 |
Temporary Modification to Base Equipment |
COO, referencing and temporarily modifying the Base Equipment
Operating Manual RSAD
that documents EOE and
addresses beam-induced radiation issues ESAD
that addresses temporary modifications to equipment and references (or
temporarily modifies) the base equipment ESAD as appropriate. It also references the RSAD |
|
4 |
Permanent Modification to Base Equipment |
COO, referencing and updating the Base Equipment Operating
Manual RSAD
that documents EOE and
addresses beam-induced radiation issues ESAD that updates base
equipment ESAD to incorporate permanent
equipment modifications It also references the RSAD |
|
*Note: COO = Conduct of Operations Document EOE =
Experiment Operating Envelope RSAD =
Radiation Safety Assessment Document ESAD
= Experiment Safety Assessment Document |
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3.0
Responsibilities
The development of
the COO and RSAD
is the responsibility of the experiment spokesperson
for all experiments of every type. The
Physics Division Liaison (PDL) and ES&H Coordinator assigned by Jefferson
Lab to the experiment will assist in the preparation of these documents and in
the review process the documents must undergo.
Jefferson Lab assigns
primary ES&H responsibility for the development of the ESAD for the experiment based
on whether it will use our base equipment alone or, alternatively, will modify
or add to the base equipment or use entirely new equipment. This approach allows us to conduct ES&H
reviews using a modular approach which simplifies the process where
possible. For the commissioning
experiment, which defines the base equipment for a hall, the bulk of the
responsibility for the development of the ESAD and
for the resolution of issues and concerns raised during the ES&H review
process falls squarely upon the appropriate hall leader. It is the hall leader’s responsibility to
ensure the satisfactory completion of each phase of the review process for the
experimental equipment as described in this document as part of the commissioning
of the base equipment.
For subsequent
experiments that use only the established, reviewed base equipment, the ESAD need only be a simple,
one-page document that references the base equipment ESAD and the RSAD for the
intended experiment. Responsibility for
the ESAD in this case rests with
the experiment spokesperson,
while the hall leader will have permanent responsibility for maintaining the
documentation for the base equipment.
In all situations
where there are modifications to the base equipment or new equipment introduced
into the halls, the hall leader will decide if that equipment is to be a
temporary or permanent modification. If
the modification is temporary, the primary responsibility for the development
of the ESAD belongs to the spokesperson,
and the ESAD shall be reviewed by the
hall leader prior to submission to the review process. If the new equipment will be a permanent or
long-term addition to the base equipment, the hall leader’s ES&H role will
be expanded. If the modification is to
be permanent, although the responsibility is a joint one, the hall leader is
responsible for incorporating the appropriate documentation into the base
equipment files. This collaboration
requires very close and continuous coordination between the hall leader and spokesperson
to share the design, safety
analysis, installation, training, documentation, and review
responsibilities as appropriate.
When an experiment requires a completely new apparatus, the
primary responsibility for development of the ESAD and
for the resolution of issues and concerns raised during the ES&H review
process is placed on the experiment spokesperson. In concert with the leader of the hall where
the new apparatus will be located (not a joint responsibility as it is with
modified equipment), the experiment spokesperson
is responsible for all required operational procedures, certifications, and
reviews. If the new equipment is going
to be removed at the conclusion of the experiment, the experiment spokesperson
is also responsible for decommissioning.
In all cases the host division has the responsibility to ensure that the
experimenters and the Jefferson Lab staff understand their respective
responsibilities.
4.0
The
Review Process
In this section, we
outline the overall review process for a major experiment using new apparatus
(Type 1). Further details are provided
for the other types of experiments in ES&H Manual Chapter 3120 Appendix D The Experiment Review Process for a New
Experiment Using the Base Equipment (Type 2) and Chapter 3120 Appendix E The Experiment Review
Process for an Experiment Requiring Temporary (Type 3) or Permanent (Type 4) Modification
of the Base Equipment.
The approach
generally followed to “bootstrap” the startup/commissioning of a hall or of a
major new apparatus is outlined in ES&H Manual Chapter 3120 Appendix F The
Experiment Review Process: Hall Startup or Early Commissioning of Major New
Apparatus.
The committees that
participate in the review process and their charges are presented in ES&H Manual Chapter 3120 Appendix G Experimental Review
Committees. During the course
of these reviews an Experiment Installation Checklist (see ES&H Manual Chapter 3120 Appendix H Checklists for Experiment
Preparation) is generated that will be used for a final installation
review of the equipment. In addition,
issues and concerns are entered onto the experiment's Issues/Concerns Checklist
(see ES&H Manual
Chapter 3120 Appendix H Checklists for
Experiment Preparation) as they are identified.
The readiness of the experiment to begin commissioning activities
is certified by a final review by the Associate Director for Physics. As part of that review the completion of all
required reviews is verified, and the resolution of issues and concerns raised
during the review process is certified. The
summary form for this process is the Experiment Readiness Clearance Checklist
included in ES&H
Manual Chapter 3120 Appendix H
Checklists for Experiment Preparation.
5.0
The Experiment Review Process for an Experiment
Requiring Major New Apparatus
5.1
Proposal Phase
5.1.1
Conceive experiment and carry out preliminary design work for the
new equipment required.
5.1.2
Identify ES&H issues associated with the New Equipment and the
Safety
Envelope for beam operation in the hall, and fill in an ES&H Hazard
Identification Checklist.
5.1.3
Submit proposal to Jefferson Lab.
Each proposal must include a filled-in ES&H Hazard Identification
Checklist (see ES&H
Manual Chapter 3120 Appendix H
Checklists for Experiment Preparation) and a Beam Requirements List
(see ES&H Manual
Chapter 3120 Appendix H Checklists for
Experiment Preparation).
5.1.4
Preliminary review of technical aspects of the proposal by the
Jefferson Lab Technical Advisory Committee (TAC).
5.1.5
Review of the scientific merits of the proposal by the Jefferson
Lab Program Advisory Committee (PAC).
5.1.6
Decision by the Director of Jefferson Lab to grant beam-time.
5.1.7
Jefferson Lab assigns a Physics Division Liaison and an ES&H
Coordinator (often the same individual) for the experiment.
5.2
Design Phase
5.2.1
Complete preliminary design of equipment.
5.2.2
Carry out a Safety analysis
of the equipment design and write a Preliminary
Experiment Safety Assessment Document (PESAD).
5.2.3
Review of PESAD by
Jefferson Lab Experiment Experimental Equipment Review Committee (E2RC).
(Note that steps 5.2.2 and 5.2.3 are not required, but are highly
recommended; they will help you avoid costly mistakes.)
5.2.4
Calculate and document EOE for all
combinations of beam conditions and target(s) planned. Identify Safety Issues for EOE and
incorporate mitigating measures as necessary into the detailed design of the
equipment. Decommissioning plans for
target and activated components must also be developed as appropriate. In collaboration with Radiation Control
Group (RadCon) a formal RSAD must be
prepared. The RSAD should
include calculations appropriate for the EOE and
address any anticipated ES&H issues.
5.2.5
Complete detailed design of the equipment.
5.2.6
Complete a final safety analysis
of the equipment and write a formal ESAD. This document, which must include an
assessment of all safety and environmental hazards and must explicitly
reference the RSAD,
(see 5.2.5 above) is nominally an update of the PESAD.
5.2.7
Review of the ESAD and RSAD by
(Jefferson Lab’s E2RC) and the RSAD (by
Jefferson Lab’s RadCon
Group).
(These reviews will generate the basic Experiment Installation
Checklist, or EIC, identifying items to be checked at installation prior to
issuance of the Experiment Readiness Clearance; a sample EIC is provided in ES&H Manual Chapter 3120 Appendix H Checklists for Experiment
Preparation. Typically, if
the experiments contribution to the laboratory’s overall radiation
budget for the year exceeds their pro-rata portion by a factor of two or more,
they will be asked to consider additional measures such as local shielding. Issues or concerns raised
during the course of the review or subsequent reviews will be entered onto the
experiment's Issue/Concern Checklist, or ICC.
A sample ICC is provided in ES&H Manual Chapter 3120 Appendix H Checklists for Experiment
Preparation).
5.2.8
Additional review of the RSAD by the Jefferson
Lab Radiation Review Panel (JRRP) or an ad hoc panel if the planned EOE exceeds
the previous maximum for the Hall and the RadCon
Officer deems it appropriate.
(This review may generate additional items for the EIC and/or ICC.)
5.3
Construction Phase
5.3.1
Fabricate equipment to design.
5.3.2
Document the equipment and develop written operations procedures
for its commissioning and use (to be referenced in the COO document).
5.3.3
Test individual elements of the equipment to verify performance and
operations procedures.
5.4
Preliminary Scheduling of Experiment by Jefferson Lab
5.5
Preparation for Running the Experiment
5.5.1
Personnel and Procedures:
5.5.1.1
Describe Experiment Procedures, Collaboration Organization,
Operations Personnel, Training Required, etc. in a
written COO.
(Note: the bulk of the experiment procedures will be in the form
of an operations manual for experimental equipment that will be referenced by
the COO.)
5.5.1.2
Review and approval of the COO by Jefferson Lab’s TAC.
5.5.2
Equipment Installation:
5.5.2.1
Install new equipment in experimental area.
(Note: the ESAD for the equipment
must be approved by the E2RC prior to installation of the new
equipment. For complex systems this may
be done in phases, with the installation of major subsystems following the
review of the section of the ESAD that deals with
that subsystem.)
5.5.2.2
Install target and any equipment necessary to ensure operation
within the approved safety envelope.
(Note: the RSAD for the
experiment must be approved by the RadCon
Officer prior to the installation of the target.)
5.5.3
Pre-operation checkout of equipment installation and procedures by
experiment collaboration. This serves to
verify operability after installation and to review integration to the extent
possible without the use of beam.
5.5.4
Jefferson Lab safety review of the installed equipment prior to
its use.
(This review will be carried out by Division ES&H personnel
and the assigned Physics Division Liaison, verifying conformance to the ESAD and checking
functionality of safety aspects of the apparatus and items and issues
specifically identified on the Experiment Installation Checklist by the
reviews.)
5.5.5
Experiment Readiness Certification (ERC) issued by AD for Physics.
(Note: this will
include a verification that all reviews are in place, as denoted in the
Experiment Readiness Certification of ES&H Manual Chapter 3120 Appendix H Checklists for Experiment
Preparation. It also verifies
that the experiment installation check has been completed, as documented on the
Experiment Installation Checklist, and that all issues and concerns have been
satisfactorily resolved, as detailed in the Issue/Concern Checklist.)
5.6
Final Scheduling of Beam Time by Jefferson Lab
5.7
Commission equipment (following written procedures documented in COO)
(Note: if planned EOE is
outside the previous maximum for the Hall, commissioning procedures will
incorporate radiation safety verification measurements as required by RadCon.)
5.8
Run the experiment (following written procedures documented in COO)
(If the equipment changes at any time over the course of the
experiment, the experiment spokesperson
must notify the hall leader and the E2RC chair in writing. Such changes might include, for example,
changing inert to flammable gas mixtures or changing from a non-hazardous to a
hazardous target material. The hall
leader and the E2RC chair will determine whether the change requires
a revision of the experiment’s ES&H documentation and/or additional formal
reviews.)
5.9
Decommission the equipment (if appropriate) and store or dispose
of target and/or contaminated apparatus properly
5.10
For apparatus that will be used again (e.g., the Base Equipment in
the Halls), review experience to date and, as appropriate:
5.10.1
Update ESAD for equipment (providing
an improved ESAD for the base equipment).
5.10.2
Update written procedures for equipment use (resulting in an
improved Operating Manual for the base equipment).
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ISSUING
AUTHORITY |
CHAPTER
AUTHOR |
APPROVAL
DATE |
EFFECTIVE
DATE |
EXPIRATION
DATE |
REV. |
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ESH&Q Division |
02/14/07 |
02/14/07 |
02/13/10 |
0 |
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