LCLS NEH Operational and User Safety Programs

1
LCLS NEH Operational and User Safety Programs

• Zoe Van Hoover LCLS Experimental Facilities
  Division Safety Officer
• June 30, 2009

2
Introduction

• All Safety Programs at SLAC Follow ISEMS
• Operational Safety Program
• Modeled after SLAC Accelerator Systems Division
  operational safety program, plus programs at
  SSRL, ALS, and APS.
• User Safety Program
• Incorporates elements of user safety programs
  from SSRL, ALS, and APS.

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Operational Safety Documents

• Site-Wide Documents
• SAD
• ASE
• Guidelines For Operations
• SLAC ESH Manual
• Directives Documents
• Experimental Facilities Division Operations
  Directives
• Operational Radiation Safety Program Directives
• Operational Procedures
• XFD Beamline Posting Procedure
• Online/Offline Procedure
• Hutch Search Procedures
• Floor Coordinator Alarm and Warning Response
  Procedure
• NEH Building Safety and Emergency Preparedness
• NEH Area Hazard Analysis
• NEH Building Emergency Plan
• Floor Coordinator Incident Response Procedure
• Training Documents
• Floor Coordinator Qualification Workbook

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XFD Safety Roles Responsibilities

• XFD Safety Officer (XFDSO)
• Oversee and assist in hazard identification and
  mitigation
• Advise on safety policies and procedures, and
  interpret regulatory safety mandates (OSHA, DOE)
• Participate in BLA development and implementation
  
• Provide authorization signature for Radiation
  Safety Work Control Forms (RSWCF) if needed
• Oversee XFD operations for safety
• User Administration
• Coordinates collection of safety information from
  users
• Administers basic safety training to users and
  maintains user safety training records
• Floor Coordinators (FC)
• Conduct safety procedures (online/offline,
  search, etc.)
• Participate in BLA validation
• Implement experiment Set-up Phase and X-ray Phase
  Safety Check Lists
• Put beamlines online/offline
• Act as Person In Charge in the event of an
  emergency
• Act as search procedure trainer
• Instrument Scientist (If there is more than one
  IS, one is designated as Primary IS)
• Primary IS participate in identifying Radiation
  Safety System (RSS) components
• Primary IS participate in development of BLA

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Operational Radiation Safety
Label and Photograph Safety Items (RP XFDSO)
Prepare Beamline Authorization (BLA) RP XFDSO
Train Floor Coordinators and Instrument Scientists
Prepare Survey Procedure (RP)
Post hutch for initial survey (RPFO)
Post list of trained and qualified XFD staff
DOE and lab management approval to operate
Deploy Passive Dosimetry (RPFO)
Complete Pre-run Checklist (RP, XFDSO, FCs, ISs)
Validate BLA RP, XFDSO, FCs, IM
Complete Online Checklist, and key beamline
online (FC)

• Process for bringing first beam to a new beamline

Perform Initial Survey (RPFO)
Tune Beamline (ISs)
Perform Comprehensive Survey (RP RPFO)
Remove survey postings (RPFO)
Proceed with commissioning and user operations
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Hutch Postings

• LCLS User Training Summary
• Tracks user training, including basic required
  user training courses, individual level of search
  qualification, and any other additional training
  courses required by user supervisor

• Beam Line Authorization (and Safety Item List)
• Issued Jointly by RP and XFDSO
• Active BLA must be signed and posted to allow
  beam operation to the hutch
• May be covered with a Notice of Open Radiation
  Safety Work Control Forms. If this notice is in
  place, beam operation to the hutch is not
  allowed.

• Set-up and X-ray Phase Safety Checklists
• Customized checklists issued for each experiment
  by XFDSO
• Completed by Floor Coordinator
• Completed items on the Set-up Phase Safety
  Checklist constitute user work release for set-up
  work involving specified equipment only.
• Completed X-ray Phase Safety Checklist is one
  item required for completion of the Online
  Checklist

• Online/Offline Checklist
• XFD controlled document
• Completed by Floor Coordinator
• Checklist with online signature block completed
  must be posted at beamline when beamline is
  online
• Completed online block constitutes user work
  release for x-ray phase of experiments

• Hutch SOP Binder
• Contains Laser SOPs, Instrument SOPs, and SOPs
  for other SLAC equipment typically used at or
  near the hutch.

• Experiment Specific Safety Binder
• Materials Safety Data Sheets
• Procedures and work planning and control
  documents for experimental work, constituting
  supervisor work authorization for users

• Area Specific Safety Binder
• Area Hazard Analysis (AHA)
• Building Emergency Plan
• Search Related Documents Search Procedure, Entry
  and Exit Procedure, HPS User Manual

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Hutch Searches

• Graded Approach to Search Qualification
• 2nd Searcher (if multiple searchers are required
  due to hutch layout)
• XFD staff including Floor Coordinators and
  Instrument Scientists will be qualified
• Users routinely trained and qualified upon
  arrival at hutch
• Lead Searcher
• XFD staff including Floor Coordinators and
  Instrument Scientists will be qualified
• Users may individually be trained and qualified
  as lead searchers after having participated in
  multiple searches under supervision, and
  demonstrated ability to independently lead
  searches.
• Search Trainer
• Only Floor Coordinators will be qualified as
  search trainers

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User Safety Program

• At the time of Experiment Proposal Submission
• User submits Experiment Safety Assessment Form
  (ESAF)
• XFDSO reviews ESAF to preliminarily determine
  whether hazards of proposed experiments can be
  adequately controlled at LCLS

• CF1 Define Scope
• CF2 Analyze Hazards
• GP4 Balanced Priorities
• GP5 Tailored Controls
• GP6 Identification of Safety Standards
• GP7 Operations Authorization

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User Safety Program

• When Experiment Has Been Approved for Beam Time
• LCLS supervisor is appointed for each user
  associated with proposed experiment.
• User and Instrument Scientist update ESAF as
  necessary
• XFDSO thoroughly reviews ESAF and works with
  experiment proponents, SLAC safety subject matter
  experts (SMEs), and identified LCLS user
  supervisor to analyze hazards, identify user
  safety training requirements, and develop hazard
  controls.

• CF2 Analyze Hazards
• CF3 Develop and Implement Hazard Controls
• GP1 Line Management Responsibility for Safety
• GP2 Roles and Responsibilities are Clearly
  Defined
• GP3 Competence Commensurate with Responsibility
• GP5 Identification of Safety Standards
• GP6 Tailored Controls
• GP7 Operations Authorization

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User Training

• User Safety Training
• Computer Based Training may be completed before
  arrival at SLAC site
• GERT
• SON/EOESH
• Electrical Safety Course 239
• Written training materials for on-site training
  will be available for review before arrival on
  site
• Training administered by User Research
  Administration
• Verify completion of remote computer based
  training
• General SLAC site safety
• Read and sign SLAC Lightsource Access Guidelines
  and Agreement
• Training administered on location at LCLS hutch
  and experimental floor
• Hutch and instrument specific safety training
• Hutch search procedure
• On site review of planned experiment procedures,
  hazards, and controls with designated SLAC
  supervisor
• Additional training may be required for
  experiments with additional hazards
• Laser Safety
• Hazardous Materials Management
• Other training requirements identified in ESAF
  process

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User Safety Program

• When Users Arrive on Site
• Users complete all required training, supervisor
  confirms completion.
• Supervisor identifies all user equipment, and
  does not authorize use of user furnished
  equipment until appropriate SME inspections are
  completed (electrical safety, laser safety,
  mechanical, or seismic)
• Supervisor reviews all planned user procedures to
  identify any hazards not caught earlier in the
  ESAF process, or procedures that do not
  adequately control hazards
• Works with XFDSO to update ESAF, finalize hazard
  list and hazard controls, and update Safety
  Checklists as required.

• CF2 Analyze Hazards
• CF3 Develop and Implement Hazard Controls
• GP1 Line Management Responsibility for Safety
• GP2 Roles and Responsibilities are Clearly
  Defined
• GP3 Competence Commensurate with Responsibilty
• GP5 Identification of Safety Standards
• GP6 Tailored Controls
• GP7 Operations Authorization

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User Safety Program

• In order to begin work
• List of qualified users with training completion
  record is posted at hutch
• Authorizing documents (ATA, or JSA/SOP) posted at
  hutch by supervisor
• All required experiment specific safety documents
  are posted at hutch (laser SOPs, MSDSs, etc.)
• Floor Coordinator releases work
• Set-up Phase Safety Checklist releases set-up
  phase work item by item
• Online procedure completion allows FC to key
  beamline online, and provides x-ray phase work
  release.

• CF3 Develop and Implement Hazard Controls
• CF4 Perform Work Within Controls
• GP1 Line Management Responsibility for Safety
• GP2 Roles and Responsibilities are Clearly
  Defined
• GP3 Competence Commensurate With Responsibility
• GP5 Identification of Safety Standards
• GP6 Tailored Controls
• GP7 Operations Authorization

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User Safety Program

• During User Experiments
• Work is only performed by authorized users and
  employees
• Safety oversight by SLAC staff
• 24 hour instrument scientist coverage during
  first LCLS run
• 24 hour Floor Coordinator coverage
• Periodic walk-though inspection by XFDSO and XFD
  line management staff
• If scope of work changes at any time, stop and
  start ISMS process from the beginning.
• Upon Completion of Experiment
• Safety feedback provided through User Research
  Administration questionnaire

• CF4 Perform Work Within Controls
• CF5 Feedback and Improvement
• GP1 Line Management Responsibility for Safety
• GP2 Roles and Responsibilities are Clearly
  Defined
• GP3 Competence Commensurate With Responsibility
• GP6 Tailored Controls
• GP7 Operations Authorization