Purpose
The purpose of Jefferson Lab's Environment, Safety, and Health (ES&H) training is to provide all employees, users, and subcontractors with 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.
Jefferson Lab seeks to develop training that provides applicable knowledge and a skill base that is useful and accepted by other institutions.
Scope
This chapter describes the responsibilities of managers, supervisors, Sponsors, Technical Representative (TR), 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.
Expectations
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.
Training Record System
Jefferson Lab training records are maintained in the JLIST database and managed using the Jefferson Lab Training 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.
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.
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.
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
Acceptance of Equivalent Training
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.
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.
There is no equivalency for Jefferson Lab's ES&H Orientation course.
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Technical Appendices
T2 Developing and Conducting Job-Specific Training
Jefferson Lab offers a variety of job-specific training. Content, instructional method, and duration are determined by the supervisor, using resources such as Environmental, Safety, Health, and Quality (ESH&Q) staff, equipment manufacturer's recommendations, and widely accepted practices in the subject field. Job-specific training requirements are associated with the job. Job-specific requirements should be included in the job description for the position. ES&H Manual 4200 T2 Developing and Conducting Job-Specific Training describes the general approach and objectives for Jefferson Lab's job-specific ESH&Q training.
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Responsibilities
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.
Line Managers, Supervisors, Sponsors, 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 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.
- Sponsors shall give users sufficient notification so that they can make best use of Jefferson Lab's options for ES&H training.
- 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 employees when a mandatory skill is nearing expiration. (This may require extra diligence on the part of the TR/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:
- Evaluating participants' skills, knowledge, and ability on the job,
- Communicating possible deficiencies to the 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 also:
- Re-evaluate training requirements during the annual performance appraisal process by reviewing and updating employee 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 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 Training office for inclusion in employee files as appropriate.
SOTRs, CTRs also:
- Include training-related skill requirements within the project specifications.
Subcontractor/Applicable Department of Energy (DOE) Contractor Employees
Division Safety Officers
- Ensure that division employees are 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 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.
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 author, 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.
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.
- 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 SME 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 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.
Jefferson Lab ES&H 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
- 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 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 SRLs 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 training records to reflect determination made.
- A copy of the memorandum shall be filed in the employee's file.
- 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.
- 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 training records.
- Makes changes to course listings.
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