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ESH Manual Page: 1000: Administration and Policy
1.0 POLICY

It is the policy of the Sanford Underground Laboratory at Homestake (here after referred to as the Laboratory) to establish and strictly enforce the criteria needed to serve as a qualified and competent Laboratory Guide for escorting visitors and researchers safely on Laboratory property.

2.0 SCOPE

This policy is intended to specify requirements for Laboratory Guides escorting visitors and researchers in both surface and underground areas. This policy applies to all Sanford Laboratory personnel and non-Laboratory personnel. Note the responsibilities and training requirements outlined in this document for Laboratory Guides are intended to represent the minimum standard. Additional requirements may be necessary in certain Laboratory areas. A separate Laboratory Access policy addresses details regarding how access to Laboratory property is granted.

3.0 RESPONSIBILITIES

3.1 Executive Director or Laboratory Director:

  • Formally designates all Laboratory personnel who are recognized as being a Knowledgeable Person.

3.2 Knowledgeable Person:

  • An individual responsible for recommending individuals to be Guides.

3.3 Department Directors, Supervisors, and Project Managers:

  • Ensure guide personnel under their supervision meet all Laboratory Guide requirements as necessary.
  • Maintain training logs and summaries as described in this policy.

3.4 EHS Director & Science Director

  • In addition to above Department Director responsibilities, responsible for approving individuals to serve as guides.

3.5 Guides: There are three catagories of guide.

  • Further details of guide responsibilities are included in Section 5.

Visitor Tour Guide

  • An individual responsible for escorting Visitors safely on Laboratory property.

4850 Science Guide

  • An individual responsible for assisting research personnel in 4850L areas where research activities are being conducted.
  • Responsible to assure members of the group are authorized to go Underground and communicate that to the Lead Infrastructure Technician (or designee) prior to boarding a shaft conveyance for descent.

    Underground Guide (for less maintained areas)

  • An individual responsible for assisting researcher and/or operational personnel in underground areas where research and/or operation activities are being conducted.
  • Responsible to assure members of the group are authorized to go Underground and communicate that to the Lead Infrastructure Technician (or designee) prior to boarding a shaft conveyance for descent.

3.6 Sponsor:

  • A Laboratory staff member who is responsible for initiating administrative aspects of the Laboratory Access Policy, including trip paperwork (eg., Trip Approval, Trip Action Plan) and Visitor sign-in at reception.
  • The Sponsor is responsible for contacting Department Directors, Supervisors, Project Managers or a Guide directly to ensure a Guide is available for the Sponsor?s Visitor group.
  • The Sponsor is responsible for ensuring the Sponsor?s Visitor group receives appropriate training per Laboratory policy.
  • The Sponsor is responsible for ensuring that the Laboratory indemnification forms are completed per the Laboratory Access policy.

 The Sponsor is responsible for ensuring that members of the Visitor group properly sign out prior to leaving Laboratory property.

3.7 Trainer:

  • A Laboratory staff member who is responsible for providing appropriate training as per Laboratory policy.
4.0 DEFINITIONS

4.1 Designated Laboratory: A clearly defined area in which research is being conducted and which has its own dedicated fire and life safety systems. A Designated Laboratory also has a Certificate of Occupancy from the Authority Having Jurisdiction (AHJ), if applicable. A Hazards Assessment and Controls document will be developed for each Designated Laboratory, which will serve as the basis for site-specific training for all personnel working in these areas.

4.2 Guide: An individual who meets the qualifications outlined in this policy and who is designated to fill that role for a given activity in a given area. Both Laboratory and non-Laboratory employees can be authorized to be Guides.

4.2.1 Visitor Tour Guide: An authorized Guide who is familiar with the hazards associated with the areas in which visitor tours are conducted, usually for visitors in areas that are maintained and considered safe.

4.2.2 4850L Science Guide: An authorized Guide who is familiar with the hazards associated with research activities on the 4850L and who is designated to assist with research activities in that area. Note that 4850L Science Guides may have additional training requirements and responsibilities beyond the minimum set presented in this policy.

4.2.3 Underground Guide (for less maintained areas): An authorized Guide who is familiar with the hazards associated with all underground areas including unmaintained areas. An Underground Guide is trained in ground control inspection and scaling, ventilation, and entry/egress from less traveled areas.

4.3 Guide Ratio: The required minimum number of Guides per number of Visitors. All Visitors must be accounted for when determining the Guide Ratio. Personnel qualified to be Guides (or Science Guides) for a particular area but who are not acting in that capacity for a given activity in a given area do not count toward the number 1 POLICY

4.4 Laboratory Coordinator: A SURF employee designated by the Science Director to represent the Laboratory in a coordination role as well as safety oversight for all activities.

4.5 Lead Guide: The Guide designated to conduct the coordination/toolbox meetings and to assume the lead role in the event of an evacuation; typically the Laboratory Coordinator. In the absence of a Laboratory Coordinator, an experiment Guide will be designated by the Science Director as Lead Guide.

4.6 Knowledgeable Person: A Laboratory staff member who is experienced at working in certain Laboratory areas and who is cognizant of the hazards and risks associated with that area. The Knowledgeable Person will be appointed by the Laboratory based on their credentials and will have been working at the Laboratory for at least 6 months. A Knowledgeable Person has extensive experience with Laboratory properties, typically either the underground or the surface. A Knowledgeable Person is also considered a Guide in the areas for which he/she is considered expert. See Appendices for the current list of Knowledgeable Persons.

4.7 Researcher or Research Group: Non-SDSTA personnel who perform tasks related to science.

4.8 Sponsor: A Laboratory staff member who is the main point of contact for the Visitor group. Note: the Sponsor, Guide and Trainer can be different people or the same people.

4.9 Sufficient Experience: As determined by the successful completion of a practice evacuation drill and the necessary time spent on site at the Laboratory in order to understand the general operation of the Laboratory in the environment for which an individual is being trained to be a Guide.

4.10 Trainer: A Laboratory staff member or experienced researcher who provides training to the Visitor group. Note the Trainer, Guide and Sponsor can be different people or the same people.

4.11 Visitor: Someone who is not qualified to be a Guide in a particular area. Visitors can include Laboratory employees and non-Laboratory personnel such as casual visitors, non-casual visitors, contractors, vendors, and lab workers as described in the Laboratory Training policy. Trained Laboratory personnel working in their routine work areas are not considered Visitors. Contractors with designated safety personnel and a safety work plan may not be considered Visitors as defined in this policy.

5.0 GUIDE RESPONSIBILITIES

The primary responsibility of a Guide is to ensure the safety of those in their charge including responding to emergencies that may require the guide to lead an evacuation.

5.1 General Responsibilities

Guide responsibilities for surface and underground are similar and are outlined in the following list.

  1. Confirms a Trip Approval Request and/or a Trip Action Plan (as appropriate) has been developed and follows the requirements outlined in the Laboratory Access Policy, and carries a copy of the Trip Action Plan that is accessible without a conncection to the SURF wireless network.
  2. Confirms members of the Visitor or Researcher group are properly signed in according to the Laboratory Access policy.
  3. Confirms indemnification forms have been completed by all members of the Visitor or Researcher group.
  4. Confirms site-specific training has been given to all members of the Visitor or Researcher group and that training rosters are signed.
  5. Arranges transportation as necessary to the Visitor or Researcher group destination.
  6. Confirms proper PPE is issued and ensures it is correctly worn throughout the trip by all members of the Visitor or Researcher group. (Researchers may have differing PPE protocols within their lab spaces.)
  7. Ensures all members of the Visitor or Researcher group are properly brassed-in for an underground visit (or for a surface visit, if applicable).
  8. Ensures all members of the Visitor or Researcher group are accounted for at the end of the visit using brass-out and Visitor or Researcher sign out rosters, i.e. confirms that members of the Visitor or Researcher group sign out according to the Laboratory Access policy.
    • Facilitate communications at all levels and between all groups, especially safety related issues.
    • If there is a Guide change, communicate the change to the Lead Guide.
    • The Lead Guide conducts a coordination/toolbox meeting before the start of any shift, usually done before any personnel enter the lab:
    • Identify the Lead Guide for the shift
    • During an emergency, the Lead Guide is responsible for initiating emergency communications, communicating instructions, and leading workers to safety.
    • Surface: 1 Guide per Visitor group unless more are warranted due to various considerations;
    • Underground:
  9. Assists with cleanliness measures (eg., Visitor boots are cleaned, etc).

5.2 Visitor Tour Guide Additional Responsibilities

During the trip, the Guide communicates logistics with Laboratory personnel. This includes contacting workers in the area to alert them to the presence of a Visitor group, communicating the expected trip duration and specific destinations, and contacting Laboratory personnel to coordinate movement of the Visitor group (e.g., Hoist Operators, Infrastructure Technicians).

5.3 4850L Science Guide Additional Responsibilities

In addition to the Guide General Responsibilites, 4850L Science Guides are familiar with hazards associated with specific research areas and activities. At the 4850L, a Lead Guide is designated to work with the 4850L Science Guide(s); the Lead Guide and 4850L Science Guide may facilitate the flow of personnel, materials, and information incident to research in the 4850L lab areas.

The 4850L Science Guide Duties & Responsibilities are:

  • Ensure their personnel attend the coordination/toolbox meeting. There may be rare exceptions when a few workers are unable to attend due to special activities.

The Lead Guide Duties & Responsibilities are:

  • ? Discuss activities for the day
  • ? Communicate hazards associated with the day?s activities
  • ? Identify an alternate Lead Guide in case the primary person is not available
  • ? Discuss any current safety issues

The Lead Guide is typically the Laboratory Coordinator. In the absence of a Laboratory Coordinator, an experiment Guide will be designated by the Science Director as Lead Guide.

5.4 Underground Guide (for less maintained areas)

In addition to the General Guide Responsibilites, the Underground Guide may facilitate the flow of personnel, materials, and information incident to research or assists consultants in the less traveled/maintained underground areas.

6.0 GUIDE RATIO

For all activities on site, the following minimum number of Guides per number of Visitors is required. Special consideration is given to underground levels with independent access to the surface such as the 300-foot level. Independent access commonly refers to access via an adit or ramp. Specific policies may preclude the need for a Guide in certain surface facilities and for certain personnel groups (e.g., Researcher Work Policy for researchers at Surface Laboratory).

  • Areas with independent surface access: 1 Guide per 8 Visitors
  • Areas with no independent surface access and are NOT Designated Laboratories: Generally 1 Guide per 4 Visitors
  • Depending on location/activity, a Science Guide may be required.

Prior to fulfilling the full set of requirements for a Designated Laboratory, the Guide Ratio can be adjusted commensurate with the development of fire and life safety systems in a given area on a case-by-case basis. However travel to these areas may be subject to the 4:1 ratio.

Visitor Tours of the 4850 L accessed via the Yates Shaft require 1 Guide per 8 Visitors if the tour does not go: 1.) beyond the air door of the 17 Ledge header; or 2.) towards 4 Winze from the 4 Winze ?Wye?.

Depending on location/activity, a Science Guide may be required.

During emergency circumstances the ratio of the original work area applies en route to the appropriate egress/refuge area.

o Areas with no independent surface access and are Designated Laboratories: 1 Guide per Designated Laboratory

  • ? A Science Guide is required when research activities are being conducted in a Designated Laboratory.
  • ? Depending on the hazards present and other considerations a Guide may escort a Visitor group in a Designated Laboratory when no research activities are being conducted.
  • ?Depending on location, travel to the Designated Laboratory may be subject to the 4:1 ratio.
  • ? The Guide Ratio for a Designated Laboratory is subject to restrictions outlined in the Laboratory Access Policy and the Certificate of Occupancy issued by the Authority Having Jurisdiction (AHJ).
  • ? Underground Designated Laboratory spaces include the 4850L Ross Campus (comprising the MAJORANA Electroforming Lab and the 4850L Davis Campus.

Minimal risks are associated with standard access to certain Laboratory areas. Therefore, under normal circumstances Guides are not required for the following general spaces:

  • Yates Administration building;
  • Yates Administration parking lot;
  • Yates Education building.
7.0 GUIDE REQUIREMENTS & TRAINING

Listed below are details regarding qualifications necessary to be considered a Guide. A Surface Tour Guide will meet the surface criteria; Underground Visitor Tour Guides, 4850L Science Guides, and Underground Guides (for less maintained areas) will meet the underground criteria.

7.1 Requirements

There are both general and area-specific requirements that must be completed by each Guide. Specific training materials will be made available.

7.1.1 Surface General Requirements

  1. The Guide will be familiar with the following general requirements:
  2. Familiar with the Laboratory Access Policy, including preparation and posting of Trip Approval forms and Trip Action Plan forms.
  3. Operation and use of the surface communication systems as appropriate (eg., Voice-Over-IP phones, radios, etc).

Emergency Reporting Procedure.

  1. Emergency procedures and area-specific emergency response plan.
  2. Location of fire extinguishers, first-aid kits and other safety equipment as appropriate (eg., eye wash stations, safety shower, etc).
  3. Any hazard assessment and controls documentation that exists for a particular building or location, including hazards associated with travel in or around specified buildings or locations.

Familiar with the Laboratory Access Policy, including the preparation and posting of Trip Approval forms and Trip Action Plan forms.

  1. Also must be familiar with underground access using the brass-in brass-out system.
  2. Operation and use of a hand-held gas tester.
  3. Operation and use of underground communication systems as appropriate (eg., Voice-Over-IP phones, FEMCOs, radios, etc), including hoist and shaft communication procedures.
  4. Smell of stench gas system used for evacuation.
  5. Emergency Reporting Procedure.
  6. Wild-cage procedure.
  7. Knowledge of authorized access areas (red/yellow/green) for each level underground.
  8. PPE Requirements.
  • Locations of facility infrastructure and science sites as appropriate.
  • Emergency procedures and area-specific emergency response plan, including secondary escape route(s), fresh air bases and refuge areas.
  1. Walk-through of a specific building or location at least 5 times with a Knowledgeable Person. The walk-throughs must be performed on separate days.
  2. Travel the primary and secondary egress paths to emergency assembly area(s) at least 1 time with a Knowledgeable Person.
  1. Travel sections of a specific level at least 5 times with a Knowledgeable Person including completion of Rail Battery Locomotive training.
  • One trip to describe the general conditions of the level and primary / secondary egress and ventilation flows.
  • One trip will include operation of the Refuge Chamber.
  • One trip will demonstrate the use of phones and other communications.

4. PPE Requirements.

In addition, the Guide must accumulate Sufficient Experience at the Laboratory.

7.1.2 Surface Area-Specific Requirements

The Guide will be familiar with the following aspects for specified buildings and locations:

4. Site-specific training developed for a specific area (eg., Surface Laboratory, Machine Shop/Core Archive, etc).

7.1.3 Underground General Requirements

The Guide will be familiar with the following:

9. Operation and use of Rail Battery Locomotives.

In addition, the Guide must accumulate Sufficient Experience at the Laboratory.

7.1.4 Underground Area-Specific Requirements

The Guide will be familiar with the following aspects on a specific level:

  1. Risk assessment documentation (green/yellow/red areas).
  2. Location of fire extinguishers and first-aid kits and other safety equipment as appropriate (eg., eye wash stations, safety shower, etc).
  3. Any hazard assessment and controls documentation that exists for a particular location.
  4. General ground assessment (knowledge of barring/scaling is encouraged for Science Guides, required for Underground Guides).
  5. Site-specific training that has been developed for a specific Science area (eg., MAJORANA electroforming lab, Davis Campus, etc) is not required for Underground Visitor Tour and Underground Guides (for less maintained areas), but is required for a Science Guide that will serve in that specific area.

7.2 Training

Each Guide will be required to complete initial training requirements and ongoing training. Once the person has been authorized to be a Guide for a certain area, the Knowledgeable Person does not need to be present during ongoing training unless the Guide has been off site or has not been on a level for a certain amount of time outlined in Section 7.2.2.

7.2.1 Initial Training

Initial training requirements must be completed by each Guide. These requirements include completion of Laboratory general safety training, site-specific hazard training, and completion of CPR, First Aid, and AED training.

Additionally for Surface Tour Guides:

3. Knowledge of authorized access areas.

Additionally for Underground Visitor Tour Guides, 4850L Science Guides, and Underground Guides (for less maintained areas):

? One trip to assure proper ?Wild Cage? procedure use.

? Successful completion of a practice evacuation drill with a Knowledgeable Person

Additionally for Underground Guides (for less maintained areas):

  1. Complete training in Ground Control and Ventilation of unmaintained areas.
  2. Travel in the underground environment an additional 5 times with a Knowledgeable Person (should be various levels)

7.2.2 Ongoing Training

Requirements for ongoing training must be completed by each Guide. These requirements include:

  1. Any refresher training for requirements in section 7.2.1, including Laboratory general safety training and site-specific hazard training.
  2. Review of the area or level with a Knowledgeable Person is required if there has been a significant change to the area, as determined by a Knowledgeable Person.
  3. Travel the emergency escape route(s) 1 time every 12 months for Surface, and 1 time every 6 months for Underground. The Knowledgeable Person does not need to accompany the Guide for this unless deemed necessary.
  4. Review of the area with Knowledgeable Person if the Guide is off site for more than 4 weeks.
  5. Review of the area or level with a Knowledgeable Person is required if the Guide is on site but has not been in the specific area for more than 3 months.
  6. Walk-through of the area or level with a Knowledgeable Person if the Guide is off site for more than 4 weeks and has not been at the area or level for more than 3 months.

7.2.3 Training Records

  1. All Visitor training records and completed indemnification forms are to be submitted to the EHS Department as per Laboratory policy.
  2. A training log sheet will be maintained for each Guide (see Appendices). This log will be maintained by the Department Director or Supervisor, and will be used to document the completion of training requirements for each building or location. Initials from the Knowledgeable Person and the Guide will be recorded on the checklist upon completion of the various training requirements. The Guide?s Supervisor will complete a review of the checklist upon completion of the Guide?s training, and sign and date the checklist.
  3. A training summary will be completed for each Guide (see Appendices). This summary will be maintained by the Department Director or Supervisor, and will be submitted to EHS Department.
8.0 SUMMARY OF REQUIRED AND RECOMMENDED GUIDE TRAINING

Below is a summary of required and recommended training qualifications for both surface and underground Guides. Note there are additional general and area-specific requirements as well (see relevant sections for more details). See Laboratory Guide Training MaterialsAppendix for specific training materials that fulfill the requirements established in this policy.

 

GUIDE TRAINING REQUIREMENTS

Surface Visitor Tour Guide

Underground Visitor Tour Guide

4850L Science Guide

Underground Guide (for less maintained areas)

Requirements:

? Completion of Laboratory general safety training.

? Guide requirements (general/area-specific)

? Sufficient experience.

? Completion of CPR, FirstAid, and AED training.

? Initial training refreshers as required by Laboratory policy.

 

Completion of site-specific hazard training for general surface areas.

Completion of site-specific hazard training for underground.

Completion of site-specific training for specific areas if applicable (eg., Surface Lab, Machine Shop / Core Archive, etc).

Completion of site-specific training for specific areas if applicable (e.g., MAJORANA Electroforming Lab, Davis Campus, etc)

Walk-through of area 5 times with Knowledgeable Person.

 

 

Travel primary and secondary egress paths to emergency assembly area(s) 1 time initially and then every 12 months.

Travel sections of specific level at least 5 times with a Knowledgeable Person including completion of Rail Battery Locomotive training.

? One trip to describe the general conditions of the level and primary / secondary egress and ventilation flows

? One trip will include operation of the Refuge Chamber

? One trip will demonstrate the use of phones and other communications.

? One trip to assure proper ?Wild Cage? procedure use

? Successful completion of a practice evacuation drill with a Knowledgeable Person

 

 

Travel in underground environment at least 10 times with a Knowledgeable Person (can be various levels).

Complete training in Ground Control and Ventilation of unmaintained areas

Review of area if off site more than 4 weeks.

Review of level if off site more than 4 weeks.

Formal review of area if on site and away from specific building or location for more than 3 months.

Review of level if on site and away from level for more than 3 months.

Walk-through of area if offsite for more than 4 weeks and away from area for more than 3 months.

Walk-through of level if offsite for more than 4 weeks and away from level for more than 3 months.

9 REFERENCE AND RELATED DOCUMENTS

9.1 Related Documents

  • Sanford Laboratory EHS Manual
  • Laboratory Access Policy
  • Risk Assessment for Underground Hazard Mitigation
  • EHS Training Policy
  • Emergency Response Plan
  • Emergency Reporting System Flowchart

9.2 Appendices

  • Appendix: Approved Guides Listing
  • Appendix: List of Knowledgeable Persons
  • Appendix: Laboratory Guide Training Materials