1300 Appendix T1

1.0             Purpose

• This procedure describes how to introduce, revise, delete, review, and approve Environmental, Safety, and Health (ES&H) Manual content. 

2.0             Scope

• Content revision requests are reviewed by the Technical Points-of-Contact in conjunction with appropriate Subject Matter Experts. All accepted edits are reviewed and approved by the Director – ES&H
• The process steps for this procedure are performed in coordination with ES&H Manual Chapter 1300 Content Review Process.

3.0             Responsibilities

NOTE:           Management authority may be delegated at the discretion of the responsible manager.

3.1              Anyone at Jefferson Lab

·Submit requests to introduce, delete, review, or otherwise revise ES&H Manual content to the ES&H Manual Editor per ES&H Manual Chapter 1300 Appendix T2 Content Determination Procedure.  

3.2              Technical Points-of-Contact

·Perform Technical Review requirements as outlined.

3.3              Technical Writer

·Provide Technical Points-of-Contact with review and editing assistance.

3.4              ES&H Manual Editor

·Perform Technical Review requirements as outlined.

·Perform /DSO Review requirements as outlined.

·Perform Directors Approval requirements as outlined.

·Perform Content Update requirements as outlined.

3.5              Technical Review Team Members

·Review content when requested and verify that current standards and requirements have been incorporated. Refer to ES&H Manual Chapter 2410 Appendix T1 Hazard Issues List for a listing of current standards and requirements.

·Ensure draft procedures are supportable and enforceable.  

3.6              Division Safety Officers (DSO) 

·Review requested substantive changes to the ES&H Manual content prior to approval and implementation.

·Identify individuals from within your division/department, whose work is affected by the content, to review and submit relevant comments. 

·Understand that “no comment” is deemed acceptance of the content.

·Perform Interim Content Request reviews per requirements.

3.7              Director – ES&H

·Assign content to Technical Point-of Contacts.

·Determine appropriate subject matter to be included in the manual.

·Determine whether requested edits are substantive.

·Approve Technical Review team members.

·Perform DSO Review requirements as outlined.

·Review and approve all ES&H Manual content.

·Update the DSC of all substantive manual changes

3.8              Laboratory Director

·Designate other individuals to approve program (chapter) content and provide their names to the ES&H Manual Editor.

·Review and approve all ES&H Manual content.

4.0             Process Steps

4.1              Review Reques

The following process is performed as often as necessary; prior to the review date of current document; or as requested by others.

Responsibilities for each process step are outlined within the procedure.

Step 1:                  Review Request: performed by ES&H Manual Editor

·Submit edit requests, or expiration notifications, to Technical Point-of-Contacts for document review.

Step 2:                  Document Review: performed by Technical Point-of-Contact

·Review relevant standards, regulations, and contract requirements. Refer to ES&H Manual Chapter 2410 Appendix T1 Hazard Issues List.

·Review qualifying training requirements. (NOTE: Work with DSOs, Division Managers, and Training Manager to determine if training is required. Review process within ES&H Manual 4200 Appendix T1 Training Course Development.)

Step 3:                  Edit Request: performed by Technical Point-of-Contact

·Submit one of the following to the ES&H Manual Editor.

1.       Change Request	Change(s) is required.  Submit required edits to ES&H Manual Editor
2.       Confirmation that a Review has been Performed	No substantive change(s) is required.   Go to 4.5 Content Update.
3.        Request for Deletion of Content	Content is deemed to be redundant, or is no longer necessary
	Request for Deletion of Content
	Document ID:
	Document Author:
	Expiration Date of Chapter:
	Reason(s) for Request:
	Related Information:

Step 4:                  Content Determination: performed by the ES&H Manual Editor

·Submit the draft document to the  Director ESH for content determination.

IF	THEN
Change(s) is considered substantive.	Go to 4.2 Technical Review
Change(s) is not substantive.	Go to 4.5 Content Update.

 

Figure 1 – Review Request

4.2              Technical Review: performed by ES&H Manual Editor

Step 1:            Document Review – Schedule a technical review meeting with subject matter experts and the Division Safety Officers (DSOs) to verify that relevant standards and requirements have been incorporated into the content. This can be done through the use of a standing Safety Committee or an ad hoc committee with membership approved byDirector– ES&H.

Step 2:            Submit the accepted technical review draft document to Director ES&H for  Review.

 

Figure 2 – Technical Review

4.3              DSO (Labwide) Review (Duration: Typically 10 business days) 

Responsibilities for each process step are outlined within the procedure.

Step 1:                  Review Request: performed by Director – ES&H

·Submit the draft document to the DSOs for review and comment.

Step 2:                  Document Review: performed by DSOs

·Review draft document. You are encouraged to include individuals from within your division/department, whose work is affected by the content, to review and submit relevant comments. 

·Submit comments to the ES&H Manual Editor. 

Step 3:                  Acceptance: performed by DSO

·Draft content is considered accepted when no substantive comments are received.

·Substantive comments may require another Technical Review. If so, the content will be resubmitted for another DSC/DSO Review. This will continue until no substantive comments are received.

Figure 3 –DSO (Labwide) Review

4.4              Directors Approval (Duration: Typically 10 business days)

Responsibilities for each process step are outlined within the procedure.

Step 1:            Approval Request: performed by ES&H Manual Editor

·Submit final draft chapter documents to the Laboratory Director and his designates for approval.

·Submit final draft appendix documents to the Director – ES&H for approval.

Step 2:            Approval: performed by Laboratory Director (and designees) or Director – ES&H

·Review content and submit approval to the ES&H Manual Editor. Content becomes effective only after All designated approvals are received. 

4.5              Content Update

Upon document approval the ES&H Manual Editor performs the following process steps:

·Record the document’s approval date, review date, and revision number.

·Respond to any individual who may have requested changes.

·Post content to the electronic file system.

·Notify Technical Point-of-Contact and DSOs of content updates

5.0             Revision Summary

Revision 1.4 – 01/29/21 – Periodic Review; Changed the procedure to remove the DSC from the review process and add process step to the Director of ES&H responsibilities, changed the division, updated the TPOC to T.Johnson, updated the flow charts to reflect new procedures.

Revision 1.3 – 10/27/16 – Periodic Review; updated Responsibilities to reflect current laboratory operations; updated TPOC from M.J.Bailey to J.Bacon

Revision 1.2 – 11/28/12 – Added flow chart for Technical Review to clarify review process

Revision 1.1 – 10/10/11 – Periodic Review; consolidated process steps to reflect current requirements

Revision 1.0 – 10/27/08 – Updated to reflect current laboratory operations

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 2/1/2021.