August 12, 1997
(Revised May 21, 2003)

APS TECHNICAL UPDATE - No. 16

Subject: Experiment Safety Review Process

For additional information contact:

Julie Cross - User Technical Interface
jox@aps.anl.gov
Telephone - 630.252.0592

 

Or

Bruce Glagola - User Safety Officer
glagola@aps.anl.gov
telephone 630-252-9797

Updated: October 4, 2007

Experiment Safety Review Process

Scope

This Policy and Procedure applies only to beamline-related user research activities at the APS.

Summary

Using the APS web-based system, researchers are required to define the scope of all of their beamline-related experimental activities at the APS and to prepare an Experiment Safety Assessment Form (ESAF) and submit an Experiment Hazard Control Plan (EHCP).

The APS and the beamline management will authorize an experiment to be conducted only after the activities associated with the experiment have been defined, hazards have been identified, and adequate hazard controls have been implemented. For the purposes of this Policy and Procedures, the organization responsible for the day-to-day operations of a beamline is referred to as the beamline management.

No experimental activities may be started at the APS without: 1) approval of the EHCP by the beamline management, 2) approval of the EHCP by the APS, and 3) the verification of safeguards as specified in the EHCP. The approval of the EHCP is good for up to one year after the notification of the joint approval, resubmission is required if the experiment is to be conducted after this time limit has elapsed. At the beginning of the experiment an Experiment Authorization (EA) form must be posted at the beamline end cabinet and an EHCP must be posted at the experiment station. The EA and EHCP are generated automatically from the ESAF.

The beamline management and the APS will be working together as partners in the review process to ensure that a safe working environment is maintained at the APS.

Responsibilities

Researchers wishing to conduct experiments at the APS are responsible for:

  • Preparing an EHCP by completing an electronic ESAF on the APS web pages that:
  • Providing the EHCP to the APS far enough in advance of the experiment so that the APS can verify that the proposed controls are adequate and consistent with applicable requirements
  • Identifying a member of the experiment team as an on-site spokesperson who will sign the Experiment Authorization form upon confirming the accuracy and completeness of the EHCP and that all safeguards are in place
  • Working within the scope of and in conformance with the EHCP
  • Sharing opportunities for improvement on the experiment safety process with the APS and beamline personnel
    • Beamline Management is responsible for:       

     

    APS/AOD is responsible for:

     
    Procedure
    1. Using the APS web-based Experiment Safety review system, a spokesperson for the research group submits information to the Beamline and the APS characterizing the experiment by completing an ESAF. Submission of this information must meet the lead-time requirements defined on the APS Experiment Safety web page. Experiments that present minimal hazards common to all beamlines should be submitted at least 7 days prior to the scheduled start of the experiment. Additional time is required for higher levels of risk and for safety protocols new to the APS. If circumstances do not allow for the full 7 days for review, the APS will consider the request for expedited review on a case-by-case basis.

      [Steps 2 and 3 can take place in any order, but both steps must be completed before an experiment is authorized.]
    2. The beamline management (for the beamline where the experiment is to be performed) reviews the submitted EHCP for consistency with anticipated hazards associated with the experiment and consistency with beamline facilities safeguards. If acceptable, the designated representative of the beamline management approves the plan using the APS web-based experiment safety review system. Typically the beamline management will screen the plan before the APS review.

    3. The APS Experiment Safety Review Board reviews the EHCP for consistency with expectations and ANL/APS standards. If acceptable, a member of the board, or designee, approves the plan using the APS web-based experiment safety review system.
    4. The APS advises the submitter:

      5. [Note: the approval is good for up to one year. An experiment that is to be conducted more than one year after the notice of approval must be resubmitted for review and approval.]

    5. The experiment on-site spokesperson and other personnel designated in the EHCP:
      6. The verification and endorsement are required before the activity that triggered the requirement can begin. If a non-hazardous sample that is consistent with the originally defined scope of the ESAF is added to the experiment, no additional approval by the APS is needed. Addition of hazardous materials or equipment beyond the original scope of the ESAF will require approval by the APS before the experiment may begin.
    6. An APS Floor Coordinator posts the endorsed experiment authorization form in the display cabinet on the main aisle at the end of the beamline and a copy of the EHCP at the experiment station or laboratory.
    7. The experimenters conduct the experiment.

    [1] ANL-E Environment, Safety and Health Manual and APS User Policies and Procedures