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.

3. Operational Safety Documents • Site-Wide Documents • SAD • ASE • Guidelines For Operations • SLAC ES&H 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 • Hutch Search Certification Workbooks

4. 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 • Primary IS: provide authorization signature for RSWCF if needed • Act as user supervisor when assigned to do so • Write instrument SOPs when needed • Act as Hutch Safety Orientation Trainer • Area Manager • Monitor work and ensure that it is done safely • Participate in identifying RSS components • Participate in development of BLA • Release work for RSWCF if needed

5. Operational Radiation Safety Label and Photograph Safety Items (RP & XFDSO) Prepare Beamline Authorization (BLA) RP & XFDSO Train Floor Coordinators and Instrument Scientists • Process for bringing first beam to a new beamline Prepare Survey Procedure (RP) Post list of trained and qualified XFD staff Post hutch for initial survey (RPFO) 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) Perform Initial Survey (RPFO) Tune Beamline (ISs) Perform Comprehensive Survey (RP & RPFO) Remove survey postings (RPFO) Proceed with commissioning and user operations

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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