ES&H Manual



4200 ES&H Training Overview



1.0            Purpose


The purpose of Jefferson Labís 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 Officerís 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 Labís 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 participantsí 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 reportís 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 Laboratoryís 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 Labís 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 individualís training record by the Training Office at the supervisorís request.


4.6              Acceptance of Equivalent Training

There is no equivalency for Jefferson Labís 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 Labís.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 Ė 05/24/13 Ė Periodic review; revised to reflect current laboratory operations; no substantive changes required per BUllman.











ESH&Q Division

Bruce Ullman





This document is controlled as an on line file.It may be printed but the print copy is not a controlled document.It is the userís responsibility to ensure that the document is the same revision as the current on line file.This copy was printed on 5/29/2013.