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3120 Appendix
E The
Experiment Review Process for an Experiment Requiring Temporary (Type 3) or
Permanent (Type 4) Modification of the Base Equipment |
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1.0
Proposal Phase
1.1
Conceive experiment and
carry out preliminary design work for the new equipment required.
1.2
Identify Environmental,
Safety, and Health (ES&H) Issues associated with the equipment
modification, and with the Safety Envelope
for beam operation in the hall, and fill in an ES&H Hazard Identification
Check List.
1.3
Submit proposal to
Jefferson Lab. Each proposal must
include a filled-in ES&H Hazard Identification Check List (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.
1.4
Preliminary review of
technical aspects of the proposal by the Jefferson Lab Technical Advisory
Committee (TAC).
1.5
Review of the Scientific merits of the proposal by the Jefferson Lab
Program Advisory Committee (PAC).
1.6
Decision by the Director
of Jefferson Lab to grant beam-time.
1.7
Jefferson Lab
assigns a Physics Division Liaison and an ESH&Q Coordinator (often the same
individual) for the experiment.
2.0
Design Phase
2.1
Complete preliminary
design of equipment modification.
2.2
Carry out a Safety
analysis of the modified equipment design and write a Preliminary
Safety Assessment Document (PESAD) (nominally an addition to the base
equipment Experimental
Safety Assessment Document [ESAD]).
2.3
Review of PESAD by
Jefferson Lab’s Experiment Environmental, Safety, Health, and Quality (ESH&Q)
Review Committee (E2RC).
(Note that steps 2.2 and 2.3 are not required, but are highly
recommended; they will help you avoid costly mistakes.)
2.4
Calculate and document Experiment Operating
Envelope (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. Submit a formal Radiation Safety
Assessment Document (RSAD) for the experiment that explicitly includes the
calculations of the EOE and
addresses the ES&H issues it raises.
2.5
Complete detailed design
of the equipment modification(s).
2.6
Complete a final safety
analysis of the equipment and write a formal ESAD. This document must include an assessment of
all safety hazards, and must explicitly reference the RSAD (see 2.5
above). It is nominally an update and
revision of the PESAD. (The resulting document is nominally an
update to the base equipment SAD.)
2.7
Review of the equipment
modification ESAD
(by Jefferson Lab’s E2RC) and the RSAD (by Jefferson Lab’s
Radiation Control Group [RadCon] Group).
(These reviews will generate the basic Experiment Installation
Checklist, or EIC, identifying items and to be checked at installation prior to
issuance of the Experiment Readiness Clearance.
A sample EIC is provided in ES&H Manual Chapter 3120 -H Checklists for
Experiment Preparation. Typically, if the experiment
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 these subsequent reviews will be entered onto the experiments Issue/Concern
Checklist, or ICC. A sample ICC is
provided in ES&H Manual
Chapter 3120 Appendix H Checklists for Experiment Preparation.)
2.8
Additional review of the RSAD by the Jefferson
Lab Radiation Review Panel (JRRP) 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.)
3.0
Construction Phase
3.1
Fabricate equipment to
design.
3.2
Document the equipment and
develop written operations procedures
for its commissioning and use (to be referenced in the Conduct of Operations
document).
3.2.1
Test individual
elements of the equipment to verify performance and operations procedures.
4.0
Preliminary Scheduling of Experiment by
Jefferson Lab
5.0
Preparation for Running the Experiment
5.1
Personnel and Procedures:
5.1.1
Describe Experiment Procedures,
Collaboration Organization, Operations Personnel, Training Required,
etc. in a written Conduct of Operations Document (COO).
(Note the bulk of the experiment procedures
will be in the form of an operations manual for the major experimental
equipment that will be referenced by the COO.)
5.1.2
Review and approval of the
COO by Jefferson Lab’s TAC.
5.2
Equipment Installation
5.2.1
Install equipment
modifications in experimental area.
(Note the ESAD for the
equipment modifications must be approved by the E2RC prior to their installation.
For complex changes 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.)
5.2.2
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
prior to the installation of the target.)
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.
5.4
Jefferson Lab review of
the safety of the installed equipment prior to its use.
(This review will be carried out by Division ESH&Q 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
Experiment Readiness
Clearance (ERC) issued by AD for Physics.
(Note this will include a verification that all reviews are in
place, as denoted in the Experiment Readiness Checklist 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.)
6.0
Final
Scheduling of Beam Time by Jefferson Lab
7.0
Commission
equipment (following written procedures
documented in COO)
(Note planned EOE is outside
the previous maximum for the Hall, commissioning procedures
will incorporate radiation safety verification measurements as required by the
Jefferson Lab RadCon
Group.)
8.0
Run the
experiment (following written procedures
documented in COO)
(If the
equipment changes at any time over the course of the experiment, the
spokesperson must notify the hall leader and the E2RC chair, in writing. Such
changes might include changing inert to flammable gas mixtures, for example,
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.)
9.0
Decommission the equipment (if
appropriate) and store or dispose of target and/or contaminated apparatus
properly
10.0
Review the experience obtained during
the experiment and:
10.1
Update ESAD for
equipment and permanently-installed modifications (providing an improved ESAD for the
base equipment).
10.2
Update written procedures
for equipment use, paying particular attention to the permanently-installed
modifications (resulting in an improved Operating Manual for the base
equipment).
10.3
Delete references to
temporary modifications from the operating manual.
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ISSUING
AUTHORITY |
APPENDIX
AUTHOR |
APPROVAL
DATE |
EFFECTIVE
DATE |
EXPIRATION
DATE |
REV. |
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ESH&Q Division |
02/14/09 |
02/14/09 |
02/14/10 |
0 |
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