TITLE:	ES&H Manual
DOCUMENT ID:	3130 Free-Electron Laser (FEL) Experiment Safety Review Process

1.0 Purpose

Jefferson Lab’s ESH&Q policy states that “Jefferson Lab considers no activity to be so urgent or important that we will compromise our standards for environmental protection, safety, or health.” This experimental safety review process has been developed to help ensure that safety is integrated into the planning and conducting of Free-Electron Laser (FEL) experiments. It has been found that including safety considerations into the early stages of planning helps reduce the risk that safety issues will delay the experiment.

2.0 Scope

This chapter defines the safety review process for experiments utilizing Jefferson Lab’s FEL Facility. A safety review is required:

· After a “Proposal for Use of the Jefferson Lab Free Electron Laser (FEL) Facility” has been approved; and

· For all experiments mounted in the FEL Facility including those that use light from the FEL, high power electron beam, and table-top lasers.

3.0 Responsibilities

Key staff names, titles and contact information can be found at:

http://www.jlab.org/FEL/contact.html

A detailed list of key staff responsibilities can be found within the Free Electron Laser Operations Directives Supplement to the Accelerator Operations Directive.

3.1 Lead Scientist – The designated spokesperson for each experiment.

· Works with the FEL Basic Research Program Manager to prepare the required work plan documents for experiments as required for compliance with Jefferson Lab’s ES&H program.

· Develops an Experiment Safety Approval Form (ESAF) (see ES&H Manual Chapter 3130 Appendix T1 FEL Experiment Safety Approval Form – Instructions), as required, and submits it for review and approval to the FEL Basic Research Program Manager.

· Prepares the experiment’s Lasing Operational Plan (LOP) (see ES&H Manual Chapter 3130 Appendix T2 FEL Lasing Operation Plan Form – Instructions) and submits it to the FEL Operations Coordinator for review and approval.

· Works with the FEL Facility Manager to ensure the safe installation and operation of equipment.

· Reads and understands information provided by the FEL Basic Research Program Manager including the LOSP for the applicable User’s Lab.

· At the conclusion of the experiment, decommissions any equipment that is to be removed.

3.2 FEL Basic Research Program Manager

· Assists the Lead Scientist in the preparation of required safety work plan documents for experiments, including the ESAF, the LOP, and other documents as required for compliance with Jefferson Lab’s ES&H program.

· Assigns appropriate Subject Matter Experts to review identified hazard issues and mitigation techniques.

· Reviews and, if acceptable, approves the experiment’s ESAF (Prior to approval submits the ESAF document to appropriate subject matter experts for review and acceptance.); and distributes the approved document as appropriate.

3.3 FEL Facility Manager

· Reviews and, if acceptable, approves the experiment’s ESAF and LOP before authorizing beam to users. (Prior to approval ensures appropriate subject matter experts have reviewed and accepted the document.)

· Reviews and, if adequate, approves requests for permanent, or long-term, modification to the configuration of the machine. Incorporates the appropriate documentation into the base equipment files.

3.4 FEL Laser System Supervisor

· Reviews and, if acceptable, approves the experiment’s ESAF before authorizing beam to users. (Prior to approval ensures appropriate subject matter experts have reviewed and accepted the document.)

· Develops Laser Operational Safety Procedures (LOSP) for each laboratory in the FEL and any lasers installed therein.

· In the area of lasers, ensures that the experiments’ design, safety analysis, installation, documentation, and scientist training are adequate and appropriate before the commencement of the experiment.

3.5 FEL Operations Coordinator

· Reviews and, if acceptable, approves the experiment’s LOP; and distributes the approved document as appropriate.

· Determines how the FEL will be setup to achieve the experiment’s required parameters.

· Schedules when the experiment will be run.

3.6 Laser Safety Officer (LSO)

· Reviews and, if acceptable, approves the experiment’s ESAF.

· If required, and prior to commencement of operations, performs a walk-through of the area to ensure experiment’s setup abides by the safety protocol required by Jefferson Lab. Informs the FEL Operations Coordinator that the set-up is acceptable, or of the required alterations.

4.0 Technical Appendices

4.1 Experiment Safety Approval Form (ESAF) – (See ES&H Manual Chapter 3130 Appendix T1 FEL Experiment Safety Approval Form Instructions.) The Lead Scientist is responsible for generating and submitting this form for approval to ensure the procedures and technical requirements of the proposed experiment, and the actual work performed; are coordinated and performed safely.

For subsequent experiments that use base equipment that has been established, reviewed, and approved, the original ESAF need only be amended to include any changes to materials, operating parameters, etc. The same rigor of review and approval will apply, as if the document had been written as new.

4.2 Lasing Operation Plan (LOP) – The Lead Scientist is responsible for providing written instructions to the FEL Duty Officer and Laser Operator who will be setting up the machine. The information provided determines the operational parameters; the order of the different beam conditions; what is optimized, measured, and ignored. It is required for all experiments using the FEL e-beam. (See ES&H Manual Chapter 3130 Appendix T2 FEL Lasing Operational Plan Form Instructions.)

4.3 Laser Operational Safety Procedure (LOSP) – Required for experiments using lasers other than the FEL. This is in addition to the LOSP developed by the Laser System Supervisor for the specific user-lab and/or equipment. (See ES&H Manual Chapter 6410 Appendix T1 Laser Operational Safety Procedure for direction and a blank form.)

Current LOSPs can be found at:

https://www.jlab.org/ehs/workcontrol.html.

4.4 Training Required

All FEL Users are required to be trained both for access to the site and the specific area in which the experiment is to take place. This training must be completed in advance of any use of beam time. The FEL Laser System Supervisor will provide guidance for the appropriate training requirements.

4.5 FEL Experiment Review Process

A flowchart of the overall review process is shown in Figure 1. Flexibility in the order of completion is acceptable provided all sign-offs are completed before any beam time is provided.

Figure 1: Overall FEL Review Process

5.0 Expectations

Revision 1.1 – 12/08/10 – Updated Link to 6410 Appendix T1 Laser Operational Safety Procedure.

Revision 1 – 11/23/10 – Updated to reflect current laboratory operations.

ISSUING AUTHORITY	TECHNICAL POINT-OF-CONTACT	APPROVAL DATE	EXPIRATION DATE	REV.
ESH&Q Division	George Neil	11/23/10	11/23/15	1.1

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 2/21/2012.