Chapter: Guide Training

1.0 PURPOSE

Sanford Underground Research Facility (SURF) establishes the requirements for select individuals to become a certified Guide or Guide Trainer for the purpose of escorting and training personnel on SURF property.

These requirements are established to ensure individuals are properly selected and certified.

2.0 SCOPE

This chapter applies to candidates who are selected as Guides or Guide Trainers.

3.0 DEFINITIONS

Contractor: Individual working for or as a person, partnership, corporation, subsidiary of a corporation, firm, association, or other organization that provides services or materials to SURF.

Established Lab Area: A designated location developed to support an experiment that may have some hazards mitigated.

Guide: An individual who meets the qualifications outlined in this chapter, who is designated to fill that role in a given area and has been certified to fill that role for a given activity. Both South Dakota Science and Technology Authority (SDSTA) and non-SDSTA personnel can be certified/designated/authorized to be Guides.

Guide Ratio: The required number of Guides per number of escorted personnel. Guides do not count toward the number of escorted personnel.

Guide Trainer: An individual who meets the qualifications outlined in this chapter to provide Guide training. Both SDSTA and non-SDSTA personnel can be certified/designated/authorized to be Guide Trainers.

Host Lab: The organization responsible for research or work activities being performed in a designated area under their established jurisdication.

Laboratory Coordinator: A SDSTA employee designated by the Science Director to represent the

Established Lab Area in a coordination role as well as safety oversight for all activities.

Lead Guide: A person that assumes leadership when a Laboratory Coordinator is not available or in the event of an emergency or an evacuation.

Project Manager: A person who undertakes specific responsibilities to organize and support a trip, project or visit and serves as a point of contact for the individuals, groups or agencies.

Science Guide: An individual who acts as a Guide in an Established Lab Area. Both SDSTA and non-SDSTA personnel can be certified/designated/authorized to be Science Guides.

Sit-in: The process of physically attending a class or observation of an on-the-job training session.

Sufficient Experience: Adequate awareness and exposure to facility practices and operations that allows for a comprehensive understanding of hazards and risks associated with designated areas or tasks.

Teach-back: A demonstrative process of teaching newly acquired skills and techniques to the instructor in order to validate the level of understanding and the ability to propagate a consistent message.

Train-the-Trainer Process: A process which allows for the training and certification of Guides to become Guide Trainers.

Train-the-Trainer Instructor: An SDSTA Guide who is responsible for the training and certification of all Guide Trainers.

Trip Action Plan (TAP): A documented and pre-planned event to approve individuals or groups to access facility areas.

Unescorted Worker: Personnel trained in specific work areas who are able to perform duties without their assigned Guide in direct attendance.

User: A collaborating partner such as a scientist, researcher or educator conducting a scientific experiment or engineering research at SURF, underground and/or on the surface.

4.0 RESPONSIBILITIES

4.1 Executive Director

Ensures accountability with the requirements of this chapter with direct reports.

4.2 Department Directors

Recommend candidate(s) in writing to the Environment, Safety and Health (ESH) Director for Guide
training.
Recommend candidate(s) in writing to the ESH Director to become a Guide Trainer.
Ensure Guide personnel under their supervision meet all training requirements.
Ensure all training documents have been submitted to the ESH Department.

4.3 Contractors and Users

Recommend candidate(s) in writing to the ESH Director for Guide training.
Recommend candidate(s) in writing to the ESH Director to become a Guide Trainer.
Maintain training logs and summaries as described in this chapter.
Validate that the proposed Guide Trainers meet the prerequisites, as stated below.
Schedule training for proposed Guide Trainers with the ESH Director.
Complete a final review of the training matrix and turn in to the ESH Department for record keeping and for the issuance of a Guide or Guide Trainer Certificate.
Ensure Guide personnel under their experiment or area of responsibility meet all Guide refresher training requirements.

4.4 ESH Director

Approves individuals to serve as Guides or Guide Trainers.
Receives written recommendations regarding candidates for Guide or Guide Trainer.

4.5 Science Director

Assigns Lead Guide at Established Lab Areas, where the activities of one group may impact another group such as at the main underground campuses.

4.6 Project Manager

Ensures a Guide who is certified for the specific area is available.
Ensures TAP and approval is completed.
Ensures a SURF Access Request Form is completed.
Ensures appropriate training is completed.
Ensures that the facility indemnification forms are completed.
Ensures that members of the escorted group are processed through the administrative office prior to leaving.
Recommends to the ESH Director qualified project candidate(s) to become a Guide or Guide Trainer, when required.
Validates that the proposed Guide or Guide Trainer meets the prerequisites, as stated below.
Schedules training for proposed Guide or Guide Trainer with the ESH Director.
Completes a final review of the training matrix and turns in to the ESH Department for record keeping and for the issuance of a Guide or Guide Trainer Certificate.
Ensures Guide personnel under their project meet all Guide refresher training requirements.

4.7 Sponsor

Ensures a Guide who is certified for the specific area is available.
Ensures TAP and approval is completed.
Ensures a SURF Access Request Form is completed, as appropriate.
Ensures appropriate training is completed.
Ensures that the facility indemnification forms are completed.
Ensures that members of the escorted group are processed through the administrative office prior to leaving.

4.8 Host Lab

Recommends to ESH Director for approval of their personnel to become Guides.
Recommends to ESH Director for approval of their personnel to become Guide Trainers.
Validates that the proposed Guide Trainers meet the prerequisites, as stated below.
Schedules training for proposed Guide Trainers with the ESH Director.
Completes a final review of the training matrix and turns in to the ESH department for record keeping and for the issuance of a Guide or Guide Trainer certificate.
Maintains training logs as described in this chapter.
Completes a final review of the training matrix and turns in to the ESH Department for record keeping and for the issuance of a Guide or Guide Trainer Certificate.
Ensures Guide personnel under their area of responsibility meet all training requirements.

4.9 Laboratory Coordinator

Identifies a Lead Guide when necessary.
Coordinates with Guides as required.
Assumes a safety leadership role in the event of emergency or evacuation.

4.10 Guide

Ensures they meet the General and Specific Guide Requirements listed in Section 5.
Coordinates with Lead Guide (typically Laboratory Coordinator) if entering an Established Lab Area.

4.11 Guide Trainer

Meets the work experience timeframe and prerequisites listed in Section 5.
Demonstrates the necessary competency to effectively provide a high level of training to others.
Completes the training certificates and the Guide Trainer matrix to document completed training for Guide candidates.
Coordinates training trips with area supervisors.

4.12 Train-the-Trainer Instructor

Possesses and maintains Guide Trainer status.
Possesses and maintains a train-the-trainer certificate.

5.0 REQUIREMENTS

Guide certifications are specific to a geographical area. Guide requirements may vary within a given geographical area based on specific parameters, e.g. Established Lab Area may require additional training requirements. Guides have many duties, the primary of which is ensuring the safety and health of their escorted personnel. The Guide also provides direct observation of the escorted personnel.

5.1 General Guide Requirements:

All Guides are required to:

Successfully complete all training on the matrix to become a certified Guide.
Ensure the safety oversight of the escorted personnel.
Confirm a TAP has been developed for any underground activities and follow the requirements outlined in the Underground Facility Access Chapter.
Carry a copy of the TAP that is accessible without a connection to the SURF wireless network.
Confirm Acknowledgment of Risk and Release Agreement Not to Sue and Waiver has been completed by all members of the escorted person or group.
Confirm all required training has been given to all members of the group.
Be familiar with hazards and work activities associated in specific areas to which the group is guided.
Arrange transportation as necessary.
Confirm proper Personal Protective Equipment (PPE) is issued and ensure it is properly worn throughout the trip by all members of the group.
Ensure all members of the escorted group are properly brassed-in where applicable.
Ensure all members of the escorted group are accounted for at the end of the visit using brass-out or administrative sign-out rosters.
Assist with cleanliness measures (e.g., boots are cleaned, PPE returned, etc.).
Communicate logistics with facility personnel. This includes contacting workers in the area to alert them to the presence of an escorted group, communicating the expected trip duration and specific destinations, and contacting facility personnel to coordinate movement of the group (e.g., Hoist Operators, Infrastructure Technicians).
Maintain proficiency in areas certified to act as Guide.
Discuss any current safety issues with escorted personnel.

5.2 Science Guide Requirements

In addition to the general Guide requirements, a Science Guide shall:

Successfully complete site-specific training for relevant Established Lab Area(s)
Successfully complete all training on the Bridge guide training program to become a certified Science Guide.
Facilitate communications at all levels and between all groups, especially safety related issues.
Establish a Lead Guide as required.
Ensure their personnel attend the coordination meeting.
Identify individual group Guides.

5.3 Lead Guide Requirements

In some work scenarios there may be more than one Guide present, in these situations a Lead Guide may be designated (especially at Established Lab Area(s)).

In addition to the general Guide requirements, when a Lead Guide is designated, they shall:

Discuss activities for the day.
Communicate hazards associated with the day’s activities.
Identify an alternate Lead Guide for the shift when required.
Initiate emergency communications and lead workers to safety.

5.4 Guide Ratios

To manage any hazards or risks associated with a specific geographical area, SDSTA has established a Guide to escorted personnel ratio as established in the Underground Facility Access Chapter.

5.4.1 Surface:

Unless hazards and location determine a Guide is necessary, a Guide Ratio does not exist. Under normal circumstances, Guides are not required for the following general areas:

Yates Administration building
Yates Administration parking lot
Yates Education building
Ross Dry
Ross Dry parking lot
Waste Water Treatment Plant parking lot

Specific requirements may preclude the need for a Guide in certain surface facilities and for certain personnel groups (e.g., Users at Surface Laboratory).

5.4.2 Underground and Science:

4850L Science Triangle: 1 Guide to 12 individuals.
- Ensure escorted personnel do not go past the “Don’t proceed past this point!” identified on Figure 1 (see Figure 1: Boundary Areas for Guides on the 4850L Science Triangle).

Designated Areas for Guides on the 4850L Science Triangle:

Beyond the carbon monoxide monitor of the 17 Ledge header or;
towards 4 Winze from the 4 Winze “Wye”

**Figure 1: Boundary Areas for Guides on the 4850L Science Triangle**

Construction Areas: At a minimum, 1 Guide per working level if all workers meet Unescorted Worker status.

Established Lab Area: 1 Guide per science area, however if a non-science Guide is escorting personnel to a Lab, a Science Guide may be required. Depending on the hazards present and other considerations, a Guide may escort personnel in an Established Lab Area when no research activities are being conducted.

All Other Areas: 1 Guide to 6 individuals.

During emergency circumstances the ratio may increase due to the nature of the emergency, location of emergency and Guide availability.

5.5 Guide Trainer - Eligibility Requirements

For a candidate to be recommended for Guide Trainer status, they must meet certain requirements that ensure they fully understand the knowledge of hazards and risks associated with in the areas they will train Guides. Additionally, they must meet the requirements of the Train-the-Trainer Process, demonstrating that they are capable of teaching and passing this information on to others.

5.5.1 Prerequisites for Guide Trainer

Certified as a Guide.
Current in all the Guide refresher training requirements.
Six months of Sufficient Experience on-site in designated area(s) or other documented experience in the following areas from working at other surface/underground sites.
- Understanding of gas testers
- Understanding of underground ventilation
- Understanding of ground awareness and assessments
- Understanding of emergency egress routes
- Understanding of communications for emergency responses
- Understanding of fall protection and prevention
- Understanding of Lock Out Tag Out
- Comprehensive knowledge of hazards and risks associated with the:
  - Underground environment
  - Geographical site areas for which Guide status applies
Certified in First Aid/CPR/AED
Understands the SURF ESH Manual and safety plans

5.5.2 Prerequisites in lieu of 6-months of sufficient on-site work experience:

Onsite experience can be waived if the individual has met the above prerequisites. A letter of verification must be submitted in writing to the SURF ESH Department Director providing proof of Sufficient Experience.

5.5.3 Written verification of the Guide Trainer prerequisites

A candidate is selected for Guide Trainer based on sufficient on-site experience or having met the prerequisites.
A letter is submitted to the ESH Department Director providing proof of this experience.
SDSTA will propose training dates.
SDSTA completes the training and provides documentation that training is complete.

5.6 Guide Trainer – Demonstration of Competency

This training will be performed by a Train-the-Trainer Instructor in the designated area, multiple trips may be necessary. Guide Trainers are required to accomplish the following process in order to demonstrate competency:

Candidate must complete a Sit-in, followed by a demonstrated Teach-back to the Train-the-Trainer Instructor.
After successfully completing the requirements on the training matrix, the candidate is considered qualified to teach those tasks.
The SDSTA Train-the-Trainer Instructor has final determination before certification is granted.

6.0 TRAINING FOR GUIDE AND GUIDE TRAINER

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

Any refresher training for any of the above areas where the Guide or Guide Trainer is currently certified.
Online Sanford Lab Bridge Learning Management System training.
A review of the area or level with a Guide Trainer if there has been a significant change to the area.
Travel of the emergency escape route(s) one time every 12 months for Surface, and one time every 6 months for underground. A current Guide Trainer does not need to accompany the Guide for this unless deemed necessary.

o If exceeding the time requirements, the Guide or Guide Trainer must accomplish a review of the area with a Guide Trainer that is current in the specified area.

7.0 TRAINING RECORDS‌

All completed training records shall be submitted by the Guide Trainer or Train-the-Trainer Instructor to the SDSTA ESH Department for document retention and updates to databases.
Candidate shall maintain their own training matrix and show completion of training.

8.0 REFERENCE AND RELATED DOCUMENTS

8.1 Related Documents

Facility Access Chapter
Underground Facility Access Chapter
SDSTA Guide Matrix
Contractor Guide Matrix
SDSTA Guide Trainer Matrix
4850L Science Guide/Guide Trainer Certificate