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Physics Division Work Governance

 

  1. Preface
  2. Personnel Training
  3. Organization and Administration
    1. Hall Work Coordinator
    2. Accelerator Engineering and Admin support personnel
    3. Users and Contractors
  4. Operating Procedures
    1. Work Routines
    2. Beam Line Installation and Modifications
    3. Scheduling of Work by Outside Groups
    4. Collaboration Request for Laboratory Resources
  5. Appendix A
  6. Appendix B

1. Preface

As part of its mission, JLab provides the resources necessary for international collaborations of scientists to carry out basic research in nuclear physics and related disciplines. This research, and the work associated with installing the equipment necessary to carry it out, must be conducted in a manner that ensures that environmental, health and safety (EH&S) concerns are addressed at all times. The integration of EH&S activities into work planning and work activities, i.e. integrated safety management, supports the goals of the laboratory: obtaining the highest quality scientific results with efficient, safe, and environmentally responsible operation.

This document outlines how all personnel will conduct work in a safe and effective manner in any Physics Division Work Area. It is directed to physics users, physics staff, contractors, and both user-supported and regular JLab technical staff. It must be read, understood and followed by all persons working unescorted in any Physics Division Work Area. Experiment commissioning and running periods are not covered by this document but rather in specific Conduct of Operations documents for each hall that are enhanced with details for each experiment to be run.

It is important to note that it is a core JLab policy that "No activity is so important or urgent that our standards for safety, health, or environmental protection are compromised."

2. Personnel Training

All personnel involved in any Hall activities during an installation period are required to have successfully completed and be current in the following JLab safety training:

Everyone working in a Physics Division Work Area must read and abide by the rules described in this document.

All personnel are required to wear JLab issued radiation dosimeters while performing work in the halls. The Safety Awareness Walk-Through for new staff, users, or contractors will emphasize any hazards that are peculiar to the current installation. Any personnel who find the configuration or equipment in the Hall to be substantially different than it was when they took the Walk-Through are encouraged to communicate with the Work Coordinator for guidance. It is foreseen that the Hall Safety Awareness Walk-Throughs will be updated as the various halls complete major installation work for experiments requiring major configuration changes.

All personnel are required to inform the Hall Work Coordinator, or his designated alternate, of their planned tasks in the Hall on a daily basis before commencing the work. In addition, personnel must familiarize themselves with the sections of the JLab EH&S Manual relevant for their work in any Hall. The JLab EH&S Manual addresses the need for a process of hazard analysis, identification and implementation of mitigating safety measures, and evaluation and documentation of their effectiveness for a particular task or set of tasks. Technical work documents (OSPs, LOSPs, etc.) or Task Lists (HAlist, HBlist, HClist, HDlist, etc.) may result. Access to technical work documents are available through the Hall Work Coordinator, and must be signed and followed by anyone carrying out work on relevant apparatus. Also, the JLab EH&S Manual is available at (http://www.jlab.org/ehs/ehsmanual/index.html). Task Lists are available at https://www.jlab.org/listsites/ .

All Personnel working in a Physics Division Work Area outside the Halls are required to inform the supervisor of that work area of their planned tasks on a daily basis before commencing the work. In addition, personnel must familiarize themselves with the sections of the JLab EH&S Manual relevant for their work in any Physics Division Work Area. They must also comply with the rules for technical work documents required for work in the Halls. Access to technical work documents are available through their supervisor, and must be signed and followed by anyone carrying out work on relevant apparatus.

Prior to using a ladder at Jefferson lab you are required to take SAF 307 Ladder Safety Awareness. If your task requires you to work from a ladder in a position other than between the ladder rails, you may be required to take the Fall Protection classes and may be required to wear a safety harness. If this is the case, please see you sponsor or supervisor.

If you have never had a class on the hazards of lead, that alone is enough reason to take the lead class. If you have taken a class on the hazards of lead you will want to learn what is required to handle it here at Jlab. Before you handle any lead, be it in the form of bricks, sheets, pellets or solder you must take SAF 136 Lead Worker Safety Awareness.

If you are going to do more to a piece of electronics equipment than plug it into a receptacle, you are required to take SAF 603A Electrical Safety Awareness. It is required in order to make a hazard assessment of the electrical equipment you are working on and to evaluate the requirements for locking out a piece of equipment prior to working on it. In order to be qualified to work on any equipment that has been energized in any way, be it electrical, hydraulic or mechanical you must take SAF 104 Lock, Tag and Try and be trained by that piece of equipment's SME (Subject Matter Expert) prior to starting the work.

At the end of the 3-month "trial period", undergraduate students 18 and older who have demonstrated to the satisfaction of a JLab staff member that they are responsible and safety conscious shall be permitted to work in the halls under the same guidelines that apply to other users.

3. Organization and Administration

Overall responsibility for all activities taking place in a Physics Division Work Area is the responsibility of the assigned Hall Leader, Hall Work Coordinator or you supervisor. The functions of the Hall Work Coordinators are detailed below as well as a review of the responsibilities of support personnel, contractors and users.

3.1 Hall Work Coordinator

The Hall Work Coordinator is the primary contact for all installation work taking place in the Hall. The responsibilities of the Hall Work Coordinator are to:

3.2 Accelerator, Engineering and Admin support personnel

The responsibilities of non-Physics Division JLab staff members are to:

3.3 Users and Contractors

Users and Contractors are persons whose supervisor is not a Hall staff member. Users often have a member of the Hall physics staff as local sponsor, contractors often have a member of the Hall technical staff as the subcontracting officer's technical representative (SOTR). The responsibilities of each user or contractor are to:

In addition, the responsibility of each user is to discuss requests for modifications to the installation and/or installation schedule with the Hall Work Coordinator. Based on the assessed impact of the request, approval may have to be provided by the Hall Leader or designated manager (e.g. 12 GeV Assistant Project Manager) before proceeding.

4. Operating Procedures

4.1. Work Routines

Due to the large scale of typical installation work, many different groups will be involved. These include:

The standard procedure for work during installation has been identified above, with the Hall Work Coordinator as the central point of contact for all work being performed in the Hall. It is worth to remember that any piece of equipment that was inside a beam enclosure (e.g. hall and beam tunnel) while beam was delivered must be surveyed by Radiation Control (RadCon) and released by them before it can be removed from the hall. Also, any item tagged by RadCon as Radioactive Material (RAM) must remain as a single entity - it must not be disassembled. If disassembly is needed, contact RadCon for approval before taking the item apart. Finally, always check with the Hall Work Coordinator as some of the work may require special procedures - for example, working inside the racks in Hall A due to Be-7 contamination of forced air-cooled electronic equipment in those racks.

The mode of operations for requests for work and plans to do work by outside groups are further detailed in the following Sections.

4.2 Beam Line Installation and Modifications

Installation work in the Halls may require changes to the beam line, (or a completely different beam line) configuration. All beam line work must be well documented as it may affect the site boundary radiation dose and the production of airborne radioactivity, and may affect beam operations. Beam line work and beam line modifications, must adhere to the following rules:

4.3 Scheduling of Work by Outside Groups

Work in the Hall and work that will affect the Hall performed by external groups such as survey and alignment, plant services, air conditioning, etc., must be scheduled so that it does not endanger personnel or equipment or interfere with the installation work. The Hall Work Coordinator is the single point of contact for any work by outside groups. To effectively schedule this work, the Hall Leader and the Hall Work Coordinator will concur on task scheduling. The Hall Work Coordinator's job is to coordinate activities in the Hall so that work can take place smoothly and safely and to insure that multiple activities do not interfere with each other.

Scientific collaboration groups from outside JLab (e.g. universities or other labs) are assigned a Hall staff contact point. In those cases, the Work Coordinator and the appropriate Hall staff will meet as needed to plan the scheduled work and develop appropriate work control documents, educational or other safety measures (such as escorts) that may be needed.

4.4 Collaboration Request for Laboratory Resources

The Hall Leader must first approve requests by User Collaborations for additional services from other laboratory divisions. Similarly, the Hall Leader must first approve requests for additional services from Hall personnel. Some of the activities will require that an OSP be developed.

5. Appendix A

The following is Physics Division requirements related to work planning, control and authorization for work projects and test set ups in division work areas across the laboratory.

For the testing and commissioning of experimental equipment the consequences/cost of said equipment should receive careful consideration when doing the risk analysis.

1. Review JLab EH&S Manual Chapter Appendix 3210 T1. The guidance provides the expectations and how we implement Integrated
Safety Management System into planning and execution of work.
https://www.jlab.org/ehs/ehsmanual/3210T1.htm

2. Identification of work hazards and understanding their risks is an essential part of Jefferson Lab's work process. For an informal determination of the risk code associated with your work, see http://www.jlab.org/ehs/ehsmanual/3210T3.htm.

3. If you are unsure, complete a written Task Hazard Analysis (THA) Worksheet for the work being planned:
https://www.jlab.org/ehs/ehsmanual/3210T1.htm , and links therein.

4. Consider review of the Work Planning, Control and Authorization Flow Diagram: https://www.jlab.org/listsites/WPCFlowChart.pdf (Appendix 3210 T1 Section 1) - Defining the Scope of Work - Analyze the Hazards - Development and Implementation of Hazard Controls -Performing Work within Controls - Feedback and Continuous Improvement.

5. When in doubt as to if a work test set up documentation is required, or you have related questions please feel free to contact the Physics Division EH&S Liaison ( Bert Manzlak) or the Division Safety Officer (Ed Folts).

6. Appendix B

Useful links that can be found at https://www.jlab.org/scientists