TITLE:	ES&H Manual
DOCUMENT ID:	5300 Appendix T1 Occurrence Reporting to Department of Energy (DOE) and Notification Procedure

1.0 Introduction

This appendix explains how to categorize and process notable event information at Jefferson Lab.

The information used to generate a DOE Occurrence Report is derived from Notable Event Reports. Specific examples of the types of events Jefferson Lab are expected to report are listed in ES&H Manual Chapter 5200 Event Investigation and Causal Analysis Process.

DOE Manual 231.1-2, Occurrence Reporting and Processing of Operations Information (ORPS), contains specific information which the ESH&Q Reporting Officer uses to determine whether an event is reportable to DOE. The below listed sections are used to categorize the event, define reportability criteria, and determine timing issues:

• Section 5, Occurrence Reporting (Categorization)
• Section 6, Reporting Criteria (Defining Reportability)
• Section 11, Occurrence Reporting Model and Causal Analysis (Timing Requirements and DOE Causal Analysis Codes)

The information required for reporting varies with the type of event. Per ES&H Manual Chapter 5200 Event Investigation and Causal Analysis Process Lead Investigators work closely with the ESH&Q Reporting Officer to gather information for the notification report, subsequent updates, and final report.

Other applicable regulatory agencies’ reporting requirements are also met. The Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA) or “Superfund” Act of 1980 requires immediate reporting of certain environmental releases to the National Response Center.

2.0 Important Points to Note:

Per DOE M231.1-2, Section 11:

· Notifications to Thomas Jefferson Site Office (TJSO) occurs between 15-minutes and 2-hours after discovery of the event, depending on the significance level.

· Each event is categorized by the ESH&Q Reporting Officer no later than 2-hours from the time of discovery, sooner depending on the significance level.

· Notification ORPS reports are submitted between close of the next business day to no-later-than two business days after the event, depending on the significance level.

· Final ORPS updates are submitted no-later-than 45-days from categorization date and time, when applicable.

3.0 Responsibilities

3.1 ESH&Q Associate Director:

· Designate ESH&Q Reporting Officer and designates alternates.

3.2 ESH&Q Reporting Officer:

· Complies with DOE Reporting Requirements.

· Screens all Notable Events for reporting criteria.

· Ensures designated alternates have the appropriate DOE database accesses

· Ensures designated alternates are properly trained, specifically with respect to:

o DOE Occurrence Reporting Manual (M 231.1-2)

o ESH&Q Manual Chapters 5200 and 5300

o Practical and/or mock exercise opportunities (i.e., ORPS training modules, feigned reporting during site Emergency exercises such as Hurricane Tabletop drills, etc.).

4.0 Revision Summary

Revision 1 – 10/19/09 – Update to reflect current laboratory operations.

ISSUING AUTHORITY	TECHNICAL POINT-OF-CONTACT	APPROVAL DATE	EXPIRATION DATE	REV.
ESH&Q Division	Tina Johnson	10/19/09	10/19/12	1

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