ES&H Manual



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:



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 O232.2, Attachment 4 (page 1):

·         Notifications to Thomas Jefferson Site Office (TJSO) occur 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 and Processing of Operations Information (O 232.2)

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 1.1 – 04/11/16 – Periodic Review; updated links and references

Revision 1.0 – 10/19/09 – Update to reflect current laboratory operations.











ESH&Q Division

Tina Johnson





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 user’s responsibility to ensure that the document is the same revision as the current on line file.  This copy was printed on 4/12/2016.