TITLE:	ES&H Manual
DOCUMENT ID:	4200 ES&H Training Overview

1.0 Purpose

The purpose of Jefferson Lab’s ES&H training is to provide all employees, users, and subcontractors the skills, knowledge, and ability to perform activities safely without harm to themselves, their co-workers, or the environment. Training is fundamental to:

· identifying activities with significant or potential impacts;

· managing, controlling, and mitigating impacts;

· implementing necessary corrective actions; and

· assessing performance.

As with all ESH&Q practices, ensuring appropriate training is primarily a line management responsibility.

Jefferson Lab seeks to develop training that provides applicable knowledge and a skill base that is useful and accepted by other institutions.

2.0 Scope

This chapter describes the responsibilities of managers, supervisors, sponsors, SOTRs, CTRs, and any Lab personnel involved in establishing requirements for training related to Environment, Safety, and Health. Where appropriate, some form of demonstrated proficiency is required as proof of successful completion of the particular training.

3.0 Responsibilities

Everyone at Jefferson Lab

· Complete ES&H training courses identified as appropriate for your work in a timely manner.

· Periodical check your personal training record in JLIST.

· Request training when unsure of the knowledge or skills required to perform an assignment safely.

Line Managers, Supervisors, Sponsors, SOTRs, CTRs

· Identify essential skill requirements for all positions and people within your area or under your responsibility using ES&H Manual 3210 Hazard Identification and Characterization to make a systematic evaluation of potential hazard exposure and the need for associated skills.

· Consult with the Division Safety Officer (DSO), Subject Matter Experts (SME), and ESH&Q Staff when necessary to ensure all training needs are identified.

· Add, delete, validate, or otherwise edit the Skills Requirements List (SRL) in the training database (through the Training Office) and on job position descriptions

· Require completion of training identified for required skills as early as possible.

· Allow for sufficient time to complete the training.

o Sponsors shall give Users sufficient notification so that they can make best use of Jefferson Lab’s options for ES&H training.

o The user’s SRL may be entered into the training database by the sponsor or by the International Services Office.

· Ensure required skills remain current. Follow up with staff when a mandatory skill is nearing expiration. (This may require extra diligence on the part of the SOTR/CTR as subcontractor personnel change or modifications are made to the scope of work.)

· Do not assign or authorize people to work in potentially hazardous situations before they have acquired the appropriate skill(s). Provide escorts or comparable interim measures when appropriate.

· Revoke authorization for work involving a given hazard if the mandatory skill has not been acquired or re-certified by the expiration date.

· Advise the ES&H Training Committee when you identify training needs that may best be dealt with on an institutional level.

· Provide resources for, and support the development and presentation of, training for which a member of your division or organization has ownership or collaborative responsibility.

· Conduct or coordinate job-specific training as required or to avert potential problems.

· Encourage training quality by:

o evaluating participants’ skills, knowledge, and ability on the job,

o communicating possible deficiencies to your division ES&H Training Committee representative.

· Identify re-training needs when employee’s abilities fall below the expected skill level.

· Include in an employee’s annual performance expectations any changes to required skills. Ask the Training Office to revise the SRL to ensure all institutional training-related needs are identified.

Line Managers & Supervisors

• Re-evaluate training requirements during the annual performance appraisal process by reviewing and updating staff training needs.
• Revise the SRL for anyone who has changes to job requirements that necessitate changes in required training-related skills. Ask the Training Office to update or delete items from the training database.
• Update job descriptions in accordance with personnel’s SRL.
• Consult with ESH&Q staff to ensure all ES&H training needs are identified.
• Provide a Memorandum of Accepted Equivalent Training to the DSO for review and the Training office for inclusion in personnel files as appropriate.

SOTRs, CTRs

· Determine training requirement prior to solicitation for bids,

· Include training-related skill requirements within the project specifications.

Subcontractor/Applicable DOE Contractor Employees

· Provides a list of the people (including lower-tier subcontractors) to be employed on the project to their SOTR, or CTR.

Division Safety Officers:

· Ensure that division staff is aware of all current and pending institutional ES&H skill requirements and their associated training options.

· Ensure ES&H instructors and/or course owners in their divisions update the central JList database when someone successfully completes one of their courses.

· Communicate new skill requirements and training opportunities to affected staff.

· Review the content of accepted equivalency training and determine whether it is substantially equivalent to Jefferson Lab's. Upon determination provide a Memorandum of Acceptance of Equivalency to the Training Office. If the equivalency is questionable, it must be evaluated by the ES&H Training Committee.

Division Managers

· Ensure operational priorities allow for timely training development, refinement, and delivery.

· Ensure employees in reporting chain are allowed adequate time and resources to complete training duties (if assigned) such as subject matter expert (SME), course author, or ES&H Committee member.

· Provide the necessary resources to ensure that ESH&Q Staff members are trained to meet, or continue to meet specialty certifications that provide benefit to the lab.

ES&H Training Committee Representatives of all elements of the Laboratory should have the opportunity to participate in review of draft lesson plans and proposed course content. In most cases, the ES&H Training Committee members constitute an adequate representation of potential training participants.

· Evaluate the Laboratory’s needs for institutional ES&H training.

· Review course content for technical accuracy and consistency with Jefferson Lab practices and external requirements.

· Assign organization ownership for courses, and monitor progress of their timely completion and delivery.

· Assess quality of training and confirm that outcomes are consistent with Jefferson Lab objectives for an informed and skilled workforce.

· Coordinate the development and implementation of diverse training formats and materials.

· Resolve any discrepancies between Jefferson Lab training-related requirements and external requirements such as laws, regulations, and contractual commitments.

· Determine institutional equivalency of training obtained at other institutions. Use Jefferson Lab SMEs to make a determination of equivalency. Upon determination provides a Memorandum of Acceptance of Equivalency to the Training Office.

· Review content of other sources of training and determine whether it is substantially equivalent to Jefferson Lab's. Upon determination provides a Memorandum of Acceptance of Equivalency to the Training Office.

Course Developers

· Use standard lesson plans and include behavioral course evaluations, especially in the development of new training.

· Complete development of new courses or revisions to existing ones according to schedules coordinated with the ES&H Training Committee and review methodology with the Training Office.

· Use reference materials, Jefferson Lab SMEs, and other resources as needed to ensure course content is accurate and relevant to Jefferson Lab.

Jefferson Lab ESH&Q Staff

· Assist supervisors/sponsors/SOTRs/CTRs in determining training requirements.

· Assist course developers and designated instructors with the content, design, and delivery of training.

· Evaluate training effectiveness as evidenced by knowledge and work habits of training recipients.

· Convey observations and recommendations to the responsible supervisors and the ES&H Training Committee Chair.

· Maintain specialty certifications that provide the lab with documentation of core competencies that provide benefit to the lab. For example, certifications by recognized agencies or boards including American Board of Industrial Hygiene (ABIH), ASSE Board of Certified Safety Professionals (SCSP), or American Board of Health Physics (ABHP).

Subject Matter Experts (SME)

· Review course content for technical accuracy and consistency with Jefferson Lab practices and external requirements.

· Assist the ES&H Training Committee in determining institutional equivalency of training obtained at other institutions.

Designated Instructors

· Competent in the subject, be effective and credible as presenters.

· Ensure you are prepared and on time for your designated courses.

· Present materials with professionalism, enthusiasm, and consistency.

· Document participation by turning in a roster to the Training Office immediately after training is completed. (Training reports may be selected and printed from JList, or by requesting them from the Training Office.)

· Arrange for a qualified substitute if you are unable to conduct training.

· Update the JList training database whenever someone successfully completes an ES&H course for which you are responsible.

Training Office

• Creates SRLs in the training database.
• Assigns SRL to new hires.
• Maintains ES&H training records database for all training recipients. This includes training received from off-site providers and any evidence of training that has been accepted under reciprocity agreements with other facilities.
• Accepts Memorandums of Acceptance of Equivalency Training (after coordination with SMEs) and updates SRLs to reflect determination made.

o A copy of the memorandum shall be filed in the staff’s file.

o A list of accepted equivalent training shall be maintained for future reference.

• Develops, with Jefferson Lab SMEs, both web-based and instructor-led instruction to meet institutional skill requirements.
• Coordinates the scheduling and instructional material needs for courses as required.
• Publicizes new training requirements, including whom they affect and how the required skill(s) can be acquired.
• Adds new training requirements to the training databases.
• Supports instructors with skills training, feedback, and other resources as appropriate for quality training delivery.
• Provides the chairman of the ES&H Training Committee and acts as a curriculum and design/development resource; advises and coordinates teams developing new or revised course content.
• Arranges to contract training that cannot be delivered by Jefferson Lab personnel.
• Arranges for posting Web-based training programs on the Jefferson Lab Web Site and for linking participants to the appropriate parts of the training databases.
• Ensures all changes to SRLs requested by appropriate authority are updated in a timely manner.
• Enters course attendance into appropriate SRLs.
• Makes changes to course listings.

4.0 Process Steps or Expectations

4.1 Evaluating ES&H Training Needs

The nature of a particular job, position, and/or its location determines workplace hazards and thus the appropriate ES&H training for an individual.

4.2 Training Record System

Jefferson Lab training records are maintained both in the JList database and in the TotalLMS® database which refresh each other daily. The TotalLMS® database is entirely Web-based and allows anyone with a Jefferson Lab computer account to view his or her training record, find appropriate scheduled training, and register for it online. SRLs are maintained in TotalLMS® as lists of skills and competencies that are required for a variety of reasons. SLRs are also displayed in JList.

4.3 Keeping Individual Training Current

The training databases track competencies and skills acquired, courses completed, training dates, and expiration for SRL-required skills. They are kept current by instructors, supervisors, and automated certifications.

4.4 New Training, Retraining, or Recertification

Unless otherwise stated, Jefferson Lab institutional training-related skills have expiration dates. Retraining or recertification is required because:

• Regulations or accepted standards require retraining.
• The topic is complex with serious safety implications, and staff benefit from periodic refresher training.
• Changes are made to Jefferson Lab policies and day-to-day work practices.

4.5 Other Certifications or Qualifications

Supervisors or work unit managers may require skills, qualifications or certifications in addition to those defined by standard Jefferson Lab institutional requirements. Some examples:

• Electrical work qualification
• Certain types of equipment-use qualifications, e.g. specific OSP duties
• Professional or industry/trade credentials

These requirements may be added to an individual’s SRL by the Training Office at the supervisor’s request.

4.6 Goals for All Institutional ES&H Courses

Training course development and presentation shall make efficient use of time.

Whenever possible, standards of behavior or other outcome measures shall be used to ensure that participants acquire the essential skills, knowledge, and ability as defined by the course lesson objectives. This can be accomplished by writing a lesson plan using the standard Jefferson Lab template.

When outcome measures or end-of-course evaluations suggest a training course is not effective or is poorly received, it shall be reviewed by its owner in collaboration with the Training Office.

4.7 Acceptance of Equivalent Training