June, 2006

# Physics Division 

**Integrated Safety Management Plan**

**[Introduction]{.underline}**

The Physics Division has a multifaceted Environment, Health and Safety
(EH&S) Program that includes policies, procedures and activities that
insure compliance with Laboratory requirements. This Integrated Safety
Management Plan (ISM) outlines the primary features of the Division's
program and follows the Guiding Principles and implements the Core
Safety Functions of the ISMS program at the Laboratory (see Appendix).
The Division program applies to all staff, students and guests.

**[ISM Implementation]{.underline}**

The Physics Division ISM Plan incorporates the seven guiding principles
and five core functions of ISM for improving safety in the workplace
(See Appendix). The ISM Plan establishes a fundamental management
strategy to ensure that all work is carried out in a safe manner
consistent with appropriate institutional and divisional EH&S policies
and procedures. The plan covers all Physics Division employees and
guests, including students, regardless of work location. Work at the
U.C. campus will conform to the LBL-UC Partnership agreement. The
Division plan is discussed annually at a mandatory All-Hands meeting on
ES&H and can be read on the Division Web site. Changes in policy,
lessons learned and other information are transmitted by e-mail, at
group meetings and by members of the ES&H Committees.

**[Accountability]{.underline}**

The [Division Director]{.underline} is responsible for insuring that the
Division complies with all Laboratory policies and procedures. In order
to accomplish this end the following conditions are defined for Division
personnel. Line staff, defined in the Division as [Project Heads and
Leaders]{.underline}, and other supervisors are responsible for:

-   assuring qualifications and appropriate training status of Division
    staff and guests

-   communicating ES&H information to all

-   establishing administrative and engineering controls to prevent
    exposures

-   identifying deficiencies and developing corrective actions

-   insuring that, overall, the Core Functions are carried out in their
    projects

Procedures and tools are available to assist them. Individual staff
members and guests also have identified responsibilities. General
responsibilities are addressed each year in a mandatory All-Hands
meeting and specifics are identified in project or administrative
meetings and reviewed during the Laboratory's performance appraisal
process.

**[Funding]{.underline}**

Except in special circumstances all ES&H costs are covered by the staff
member's Project, and integrated into the Project budget.

**[Safety Coordinator]{.underline}**

The Physics Division Safety Coordinator is the programmatic lead for
ES&H with responsibilities including:

-   creating and implementing systems, programs and procedures in the
    areas of

\- hazard identification and control

\- self-assessment and corrective action

\- quality assurance

\- training assessment and tracking

\- documentation

\- communicating lessons learned

-   participation on the Division ES&H Committee.

**[ES&H Committee]{.underline}**

The Division Director appoints an ES&H Committee, which includes staff
scientists, senior scientists, technical and administrative staff. It
meets monthly, and serves the following functions:

-   recommending policies and procedures to the Division Director

-   reviewing all new and revised activities

-   determining acceptable level of hazard mitigation and documentation
    for activities

-   furthering communication on safety issues inside and outside the
    Division

-   identifying safety needs in the areas of policy, procedure,
    equipment, and training

-   participating in self-assessment activities and root cause analyses

-   tracking and trending

One member of the Division ES&H Committee serves as the Division's
representative on the Laboratory Safety Review Committee.

Technical staff may be assigned as [Laboratory Managers]{.underline}.
They have responsibilities, in their labs, similar to Project Leaders
for their projects. These include: hazard communication, on-the-job
training, documentation, inspection, and corrective action. The Lab
Managers provide significant hands-on ES&H work for the Division. ES&H
Leads may also be appointed with similar responsibilities.

**[Scope of Work]{.underline}**

The Physics Division\'s principal activity is research in theoretical
and experimental high energy physics and astrophysics aimed at
understanding the basic forces and constituents of matter and the
universe. This activity incorporates the development of sophisticated
detectors to carry out that research. The Division also includes the
Particle Data Group, whose compilation and evaluation of particle
physics data serves the worldwide high energy physics community. The
Division also offers opportunities for graduate training and sponsors
summer undergraduate programs. The Division participates in
collaborative projects with industry to advance the state of the art and
improve the performance of equipment. Work is carried out at the LBNL
site, and at other national laboratories or international facilities. In
order to define the requirements and boundaries within which to carry
out these activities without harmful exposures to personnel, property or
the community, the Division has a well-defined review process. Planning
for health, safety and environmental concerns begins with the FWP
process and once funded, the activities must be authorized.

**[Work Planning Authorization]{.underline}**

It is a standard expectation to address ES&H issues in the planning
stages of projects. Work is then authorized in the following ways. The
essential activity is Project Review. The Head or Leader (or sub-group
leader) or Lab Manager completes the Division's Project Safety Review
Questionnaire or the augmented Laboratory Hazard Input Form (HEAR) for
each new or revised project or activity. The Forms are reviewed by the
ES&H Coordinator and by the ES&H Committee. Based on the information
contained in the Forms, the project is approved as having standard
hazards and appropriate mitigation, or the Project Leader completes
further documentation, or Laboratory authorizations such as an AHD or
SSA. Laboratory authorizations are reviewed by the Coordinator and the
Committee before they are forwarded to the EH&S Division. In some cases,
a visit to the location of the project is carried out. The Committee may
ask for more detailed documentation, even if an AHD is not required.
Experts from the EH&S Division may be involved. SSAs and RWAs are also
reviewed by the Coordinator and the Committee to insure that appropriate
procedures, as well as the "authorization", are in place. Work does not
begin until the project or activity is approved by the ES&H Committee.

**[Work Performance]{.underline}**

Staff and guests are initially selected based on their knowledge, skills
and experience. While they are at the Laboratory or at off-site
assignments, the Division will ensure that they have all training
germane to their activities. The Division will determine the training
status of all staff and guests. Using the Job Hazard
Questionnaire/Training Profile and other aids, such as training records
from other institutions, the supervisor will determine the type and
level of training required, e.g. course, challenge examination, and will
also identify and provide on-the-job, hazard specific training for each
activity. Lab and shop managers are also responsible for
on-the-job-training in their respective areas. For example, student
training will be provided in the shop. The ES&H Committee may determine
training policies for particular groups of Division staff. The ES&H
Coordinator correlates Project Safety Questionnaires/HEAR Forms and
JHQs. Employees and guests will work under direct supervision until
appropriate training is completed.

**[Feedback and Improvement]{.underline}**

The Division's primary method of evaluating whether the program is
functioning is self-assessment. A separate plan of inspections and
periodic management reviews based on Laboratory and Division metrics is
developed in accordance with the Laboratory Self-Assessment Program
Objectives and Criteria. Members of self-assessment teams may be drawn
from the ES&H Committee, the general staff, and experts from ES&H or
other research Divisions. In addition, feedback from the EH&S Division's
periodic Integrated Functional Appraisal, the SRC's Triennial Management
Appraisal and other inspections and reviews helps determine corrective
actions and planned improvements.

Information about and expectations for the ES&H Program Status, new
policies and procedures, lessons learned and corrective actions are
provided to Division staff and guests at the annual All-Hands meeting,
group meetings, management and administrative meetings, by ES&H
Committee members, at the Website and through appropriate e-mail
messages.

**[Resources]{.underline}**

The following resources, in effort, are allocated to insure
implementation and execution of the Physics Division ES&H Management
Plan: .20FTE ES&H Coordinator; .60FTE Safety Support; .05-.10FTE ES&H
Committee activities; .05-.10FTE self-assessment activities by staff
members in the Division; and .05FTE hands-on safety activities by
technical staff. The following resources are made available by the EH&S
Division: .15FTE Liaison, who participates in ES&H Committee meetings
and provides a wide range of services; \< .05 other specialists as
needed.

**Appendix**

Seven Guiding EH&S Principles:

1.  Line Management Responsibility for EH&S

2.  Clear Roles and Responsibilities

3.  Competence Commensurate with Responsibilities

4.  Balanced Priorities

5.  Identification of EH&S Standards and Requirements

6.  Controls Tailored to Work Being Performed

7.  Operations Authorization

Five Core EH&S Functions:

1.  Work Planning

2.  Hazard and Impact Analysis

3.  Establishment of Controls

4.  Work Performance

5.  Feedback and Improvement

More details can be found in the LBNL ISM Plan at:

<http://www.lbl.gov/ehs/ism/ism_05.pdf>