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4200 ES&H Training Overview |
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1.0
Purpose
The purpose of Jefferson Lab’s Environment, Safety, and Health (ES&H) training is to provide the skills, knowledge, and ability to perform activities safely and without harm to 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.
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, Mentors, Subcontracting
Officer’s Technical Representative (SOTR),
Contracting
Technical Representatives (CTRs), and any employee involved in establishing
requirements for training related to ES&H.
Where appropriate, some form of demonstrated proficiency is required as
proof of successful completion of the particular training.
3.0
Responsibilities
3.1
Everyone at Jefferson Lab
·
Completes
ES&H training courses identified as appropriate for their work in a timely
manner.
·
Periodical
checks their personal training record in JLIST.
·
Requests
training when unsure of the knowledge or skills required to perform an
assignment safely.
3.2
Line Managers, Supervisors, Mentors,
SOTRs, CTRs
· Identify essential skill requirements for all positions and people within their area or under their responsibility using ES&H Manual 3210 Appendix T1 Work Planning, Control, and Authorization Procedure 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 ES&H 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 Job Task Analysis (JTA) 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 Mentors 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 modified in the training database by the Mentor.
· Ensure required skills remain current. Follow up with employees 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 training needs are identified that may best be dealt with on an institutional level.
· Provide resources for, and support the development, and presentation of, training for which their division or organization has been assigned 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 the DSO or SME.
· Identify re-training needs when employee's abilities fall below the expected skill level.
·
Revise
the SRL to ensure all institutional training-related needs are identified.
3.3
Line
Managers & Supervisors also:
·
Re-evaluate
training requirements during the annual performance appraisal process by
reviewing and updating direct report’s JTAs.
·
Revise
the SRL using the JTA tool for anyone who has changes to job requirements that
necessitate changes in required training-related skills.
·
Update
job descriptions in accordance with employee's SRL.
·
Consult
with ES&H staff to ensure all ES&H training needs are identified.
·
Provide
a Memorandum of Accepted Equivalent Training to the DSO for review and the appropriate
SME.
3.4
SOTRs, CTRs also
·
Determine
training requirement prior to solicitation for bids,
·
Include
training-related skill requirements within the project specifications.
3.5
Subcontractor/Applicable Department of Energy
(DOE) Contractor Employees
·
Provides
a list of the people (including lower-tier subcontractors) to be employed on the project
to their SOTR, or CTR.
3.6
Division Safety Officers
·
Ensure
that division employees are aware of all current and pending institutional
ES&H skill requirements and their associated training options.
·
Communicate
new skill requirements and training opportunities to affected employees.
·
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.
3.7
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 SME, course
owner/instructor, or
ES&H Committee member.
·
Provide
the necessary resources to ensure that Environmental, Safety, Health, and
Quality (ESH&Q) Staff members are trained to meet, or continue to meet
specialty certifications that provide benefit to the lab.
3.8
ES&H Training Committee Representatives
of all elements of the Laboratory 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
standards for training development.
·
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.
3.9
Course Developers
·
Use
standard course development process in accordance with ES&H Manual Chapter 4200 Appendix T1 Training
Course Development.
·
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.
3.10
Jefferson Lab ES&H Staff
·
Assist
other Jefferson Lab personnel 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).
3.11
Subject Matter Experts (SME)
·
Review course content for technical accuracy and consistency
with Jefferson Lab practices and external requirements.
·
Determine
institutional equivalency of training obtained at other institutions.
·
Create
and/or update training content in their area of expertise according to ES&H Manual Chapter
4200 Appendix T1 Training Course Development.
3.12
Designated Instructors
·
Maintain
competency 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 updating completions in the Lab’s Learning Management System
(LMS) immediately after training is completed.
·
Arrange
for a qualified substitute if you are unable to conduct training and keep the
Training Office informed of any changes.
3.13
Training
Office
·
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.
·
Assists
Jefferson Lab SMEs in developing 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.
·
Manages
the training databases.
·
Supports
instructors with skills training, feedback, and other resources as appropriate
for quality training delivery.
·
Advises
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.
·
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.
·
Makes
changes to course listings.
4.0
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 in the JLIST database and managed using the Jefferson Lab Learning
Management System (LMS).
The LMS 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 as lists of skills and competencies that are required for a
variety of reasons. SRLs are visible in
either JLIST or the LMS. Since
SRLs only show training-related skill status for required skills, the LMS is
the only source of complete training and training-related skill records.
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 employees 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 Operational
Safety Procedure (OSP) duties
·
Professional
or industry/trade credentials
These
requirements may be added to an individual’s training record by the Training
Office at the supervisor’s request.
4.6
Acceptance
of Equivalent Training
There is no equivalency for Jefferson Lab’s ES&H Orientation course.
4.6.1
Reciprocity
with other laboratories
Jefferson
Lab may accept relevant, non-site-specific ES&H training obtained at other
laboratories if it is equivalent to Jefferson Lab’s. This Equivalency may be accepted for general
information portions of training, but Jefferson Lab-specific aspects of the
topic must still be conveyed to people new to the Laboratory.
4.6.2
Other
equivalent training
There
are other possible sources for training equivalent to Jefferson Lab
institutional and job-specific
training. These include, but are not limited to:
·
Commercially
provided training,
·
Training/experience
at former workplaces, and
·
Courses
provided by academic facilities.
If
this off-site or reciprocal training is for a topic for which Jefferson Lab
training has an expiration date, the individual must be re-qualified at the
appropriate time according to customary Jefferson Lab practices.
5.0
References
·
ES&H Manual 3210
Appendix T1 Work Planning, Control, and Authorization Procedure
·
ES&H Manual 4200 Appendix T1 Training Course
Development
·
ES&H Manual 4200 Appendix T2 Developing and
Conducting Job-Specific Training
·
Administrative Manual Chapter 209
Staff Development
6.0
Revisions
Revision 1 – 05/24/13 – Periodic review; revised to reflect current laboratory operations; no substantive changes required per BUllman.
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ISSUING
AUTHORITY |
TECHNICAL
POINT-OF-CONTACT |
APPROVAL
DATE |
REVIEW
REQUIRED DATE |
REV. |
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ESH&Q Division |
02/10/09 |
05/24/16 |
1 |
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