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ESH Manual Page: 8000: Science Safety
1.0 POLICY

Experiments at the Sanford Underground Laboratory at Homestake (hereafter referred to as Sanford Laboratory) may require Specific Environment Health & Safety (EHS) Reviews to ensure that all research can be conducted in a safe, healthy and environmentally responsible manner.  In addition, EHS Reviews help ensure that all appropriate standards and requirements are met.

The Executive Director, Science Liaison Director and the EHS Department Director are required to approve Operational Readiness Clearances.  This is a means to ensure that operating conditions and appropriate procedures, safety equipment, and conditions are in place and functional before research activities could create potential operational hazards and vice versa.

2.0 SCOPE

The EHS department, in support of the Sanford Laboratory Safety Committee, provides reviews of equipment and processes proposed and ongoing at Sanford Laboratory.  

However, Specific EHS Experimental Review Committees may be established by the Science Liaison Director for experiments or instruments which, because of specificity or complexity, are outside of the normal purview of the Sanford Laboratory Safety Committee.  This document defines the procedures for these committees.

3.0 RESPONSIBILITIES

3.1. The Executive Director is responsible for reviewing and, if acceptable, approving Operational Readiness Clearances.

3.2. The Science Liaison Director is responsible for ensuring that all proposed research activities have been competently evaluated to meet appropriate standards and requirements and ensure research activities will not create adverse impacts on the operations of Sanford Underground Laboratory.  Specifically the Science Program Manager will:

  • Determine which experiments or instruments will require a Specific EHS Experimental Review Committee.
  • Appoint qualified Specific EHS Experimental Review Committee members.
  • Specify the appropriate stage of the research effort for Pre-Startup Safety Review Operational Readiness Clearance.

3.3. The Director of Operations is responsible for ensuring that operations activities will not create adverse impacts on research activities at Sanford Laboratory.  Specifically the Director of Operations will:

  • Designate one (or more) operations staff to serve on the Specific EHS Experimental Review Committee.
  • Assure designated representatives have access to and are aware of operations activities that may impact research efforts.

3.4. The Science Liaison Department will provide support for EHS Experimental Safety Reviews.  Specifically the Science Liaison Department will:

  • Provide staff to serve on the Specific EHS Experimental Review Committee
  • Maintain documents generated for and by the EHS experimental reviews demonstrating compliance with the requirements in this document.
  • Review and, if acceptable, approve the Operational Readiness Clearance

3.5. The Experiment Spokesperson or Project Manager provides the interface between the research group and Sanford Laboratory.  Specifically the Experiment Spokesperson or Project manager will:

  • Serve as the primary interface between the committee and the research group.
  • Implement such administrative controls as are necessary to prevent the startup of experimental systems before operational readiness has been approved.
  • Ensure that the Specific EHS Experimental Review Committee is advised as early as possible of any new proposals or changes in experimental systems or procedures that may impact the review process.

3.6. The EHS Department provides expertise and line management support on environment, health and safety issues.  With respect to reviews of experiments, the EHS Department will:

  • Perform EHS reviews of equipment and procedures for ALL ongoing and proposed experiments at Sanford Laboratory.

3.7. The EHS Director provides expertise and staff supporting the Specific EHS Experimental Safety Reviews.  Specifically the EHS Director will:

  • Provide staff to serve on the EHS Experimental Review Committee 
  • Review and, if acceptable, Approve the Operational Readiness Clearance
4.0 DEFINITIONS

Operational Readiness Clearance (ORC):  A document, approved by the Executive Director, Science Liaison Director and EHS Director attesting that the proposed research effort has been evaluated and found acceptable for operational readiness.

Preliminary Operational Readiness Clearance (pORC): Research efforts may require EHS review and approval of particular experimental equipment or processes prior to the final Operational Readiness Clearance.

Specific EHS Experimental Review:  Analysis and review examining all aspects of the research that could present a hazard to personnel, the environment or equipment.

  • The analysis shall demonstrate the research will be or has been designed and constructed in accordance with applicable codes and standards
  • Relevant analyses and reviews shall be completed before any part of the research can create hazards.
5.0 PROCEDURE
  • The Science Liaison Director will evaluate each new research proposal.  An example list of items that should be considered for reviews by a Specific EHS Experimental Review Committee can be found in the appendix. 
  • The Science Liaison Director will assure that the EHS Director is informed of all proposed research. 
  • If the Science Liaison Director determines the experiment is beyond the expertise of the EHS Department or Science Liaison Staff or is likely to pose a significant hazard, she/he will create a Specific EHS Experiment Review Committee. 
  • The EHS Department will evaluate the EHS aspects of all research proposals – either using in-house expertise or as part of the Specific EHS Experiment Review Committee.  In-house reviews will be submitted to the Science Liaison Department for archiving. 
  • At a minimum, the committee will consist of: o One or more qualified persons with knowledge of EHS research practices – independent of the research group.  This person will likely serve as committee chair.
    • Operations staff person chosen in conjunction with the Director of Operations
    • EHS staff person chosen in conjunction with the EHS Director
    • Science Liaison staff person chosen in conjunction with the Science Liaison Director.  
    • Subject Matter Experts as needed. 
  • The Committee Chair and the Science Liaison Director will establish the appropriate milestone or phase of the research effort for the Operational Readiness Clearance final document. o The committee may designate certain processes or equipment as requiring preliminary Operational Readiness Clearances (pORC). 
  • No research efforts involving hazardous processes or equipment will be allowed to continue beyond these milestones or research phases until approved. 
  • An example checklist of material that should be reviewed can be found in the appendix. 
  • The Committee will prepare a report and submit it to the Science Liaison Director and the EHS Director. The Science Liaison Director has the responsibility to prepare an ORC document. 
  • The Executive Director, Science Program Manager and EHS Director will either approve the ORC or specify what measures are needed to continue research or what further reviews are needed.  These deficiencies, if any, will be submitted to the EHS Experimental Review Committee Chair and the Experiment Spokesperson or Project Manager.
  • When the ORC is approved, operation may begin.  Pending approval, only non-hazardous research efforts will be allowed.  
  • The Science Liaison Department will archive reviews and approvals.
6.0 REFERENCE AND RELATED DOCUMENTS

6.1. References

  • Fermilab PPD-ESH-006 “ES&H Review of Experiments”

6.2. Related Documents

  • Cryogenic System Review EHS-8000-L1-01
  • Sanford Laboratory Safety Committee 
  • Sanford Laboratory Safety Committee – Cryogenic Safety Committee 

6.3. Appendices

  • Appendix A:  Pre-Startup Safety Review Completion Form
  • Appendix B:  Considerations for Specific EHS Experiment Review Committee                       
  • Appendix C:  EHS Experiment Safety Review Flowchart