Management System Owner: Chief Safety Officer
Revision and Date: Revision 4.2 - June 25, 2018
The purpose of the Environment, Safety and Health Management System is to ensure its implementation results in compliance with the Contract and to improve Fermilab's ability to meet or exceed the customer's ES&H expectations. This system is to protect the public, the worker, and the environment through a set of elements that Fermilab uses to plan, direct, control, and coordinate activities that directly and indirectly support the scientific mission. The system assures how ES&H policies, objectives, processes, and procedures are established, implemented, monitored, and achieved, thereby enabling the scientific mission.
○ DOE Prime Contract No. DE-AC02-07CH11359 for the Management and Operation of the Fermi National Accelerator Laboratory (Fermilab)
○ Fermilab Performance Evaluation and Measurement Plan (PEMP)
Other DOE Orders and Instructions
○ Fermilab Environment, Safety, and Health Manual (FESHM) Chapter for the Fermilab Work Smart Set
○ DOE Order 231.1B Environment, Safety & Health Reporting
FRA Contract Clause Mapping to Management Systems: https://fermipoint.fnal.gov/organization/ood/cas/SitePages/Home.aspx
The operation of this Management System occurs through oversight, assessment, and evaluation of employee, scientist/user and subcontractor performance; reporting of ES&H performance data; and striving for continuous improvement in all ES&H areas. Overall documentation for implementing/assuring an effective system operation is contained in the Fermilab ES&H Manual which includes the Fermilab Radiological Control Manual.
Operation is accomplished substantially through the Fermilab ES&H Committee (FESHCom). Its Subcommittees' and Working Groups' chairpersons formally report to FESHCom on a regular basis. The FESHCom is Chaired by the Laboratory Director and attended by senior management, including the Chief Safety Officer. The subcommittees and working groups, along with working relationships between line management personnel, Division Safety Officers and the central ESH Organization ensure the implementation, operation and integration of ES&H processes at the lab.
Information on the FESHCom, the subcommittees, and working groups is shown on the FESHCom webpage. Their primary responsibilities are to manage their areas of expertise, assure code and standard updates are vetted and adopted where appropriate, update their respective FESHM Chapters and training, watch for/discuss issues and lessons learned, look for improvements (lab wide consistency, best practices discussions) and to communicate to the Lab Director and Chief Safety Officer issues/actions at FESHCom meetings or through e-mails/phone calls.
Fermilab's ES&H Management System is compliant to both the OHSAS 18001 Standard and the ISO 14001 Standard.
Fermilab's Environmental Management System (EMS) is an integrated system of managing activities, training and communication to achieve environmental protection objectives. The EMS describes the Laboratory's program for execution and evaluation of programs for protecting the environment, assuring compliance with applicable environmental regulations and standards and avoiding adverse environmental impacts through an effort of continual improvement.
Fermilab's policy for environmental protection is described in the Environmental Policy. The policy identifies the major goals under which the Laboratory's efforts are directed to meet the EMS program objective.
The FESHM Environmental chapter series describes certain key program elements under this management system.
Fermilab's EMS is detailed in the FESHM chapter titled Environmental Protection Program. This chapter defines the roles and responsibilities for EMS implementation.
A number of environmental permits are in place to minimize the operational impact to the environment. They include:
The FESHM chapter General Program Statement on Waste Management outlines Fermilab's waste management policy. Several chapters address the management of waste from multiple perspectives – minimization of waste and maximization of recycling to procedures for characterizing and handling special, universal or hazardous waste.
The FESHM chapter Facility Decontamination and Decommissioning outlines the policy to ensure that hazardous materials are identified prior to the demolition of a facility.
Fermilab's NPDES permit and surveillance monitoring program is the primary protection for Waters of the United States. Monthly water samples are taken and analyzed for pollutants (pH, temperature, tritium and in some locations, chlorine).
Other programs include the Spill Prevention Control and Countermeasures Plan, a general spill prevention policy, domestic water protection and controls on discharges to the sanitary sewer systems.
Fermilab's Ground Water Protection Plan (GWPP) details the policy for protecting groundwater. It defines a network of groundwater monitoring wells that are used to track water gradients and some are sampled for pollutants associated with Solid Waste Management Units. In addition, the FESHM chapter Groundwater Protection - Excavations and Wells establishes guidelines for the installation or abandonment of monitoring wells.
The FESHM chapter Air Emissions Control Program defines the guidelines for regulatory compliance with regard to the Clean Air Act. An inventory of air emission sources is updated on a regular basis and calculations provide a means to show compliance. The FESHM chapter Refrigeration Management specifically addresses the use of refrigerants at Fermilab in compliance with the protection of the stratospheric ozone.
The FESHM chapter National Environmental Policy Act Review Policy outlines the NEPA review program and provides a mechanism for all Fermilab activities to receive a NEPA review. The Environmental Review Form database catalogs many of these reviews which identify potential environmental impacts and the mitigation of those impacts due to actions taken by Fermilab. Fermilab has a set of Generic Categorical Exclusions (CX) containing previously approved actions that may be taken without further DOE approval. For actions that do not meet the Generic CX, an Environmental Evaluation Notification Form must be submitted to DOE FSO for approval prior to any activity.
Fermilab's Safety and Health (SH) Program is a system of policies, procedures, training and communication channels implemented to ensure compliance with applicable standards and Local, State, and Federal legal requirements through Fermilab's Work Smart Set of Standards (WSS) and the contract between Fermilab Research Alliance and the Department of Energy.
Fermilab's policy for Safety and Health is described in the Safety & Health Policy. The policy identifies the major goals of the SH program including prevention of injury and ill health, and prompt abatement of recognized hazards.
The SH program includes policies and procedures for identifying safety risks and health hazards in advance of procurement and construction activities, and incident investigations. The program is supported by:
The following FESHM chapter series describes certain key safety and health program elements:
Environment, Safety & Health for Projects
Projects of a wide range of sizes and complexity constitute a major focus of activities at Fermilab. Project Managers, upon initial assignment to this role, shall determine the environment, safety, and health impact on their projects. Some projects are subject to the requirements of DOE O413.3B and its hazard analysis (HA) and critical decision processes. Other Fermilab projects below the applicability threshold of this DOE Order are still required to perform a written hazard analysis (HA).
Work Planning and Hazard Analysis
All work activities are subject to work planning and hazard analysis. Depending on the complexity of the task and the hazards involved, the HA process may be a mental exercise and verbal discussion, or it may be more formal with a written hazard analysis and pre-job briefing. Careful planning of a job assures that it is performed efficiently and safely. Work planning ensures the scope of the job is understood, appropriate materials are available, all hazards have been identified and mitigated efforts established.
Fermilab's Industrial Hygiene (IH) program has been developed to protect the health and well-being of working people and the public from chemical, microbiological and physical health hazards present at, or emanating from, the workplace. Fermilab members of the Industrial Hygiene Subcommittee will utilize the anticipation, recognition, evaluation, and control process (AREC) to ensure that employees are not overexposed to physical, chemical or biological agents during the course of their work. Medical surveillance programs are in place that monitor employees expose to potential hazards.
The Electrical Safety chapters address all electrical systems across the site including AC power distribution, cable tray systems, uninterruptible power back-up systems, grounding requirements and experimental apparatus. Proper installation and maintenance of electrical systems will help protect employees, visiting scientists, and equipment from injury or damage due to electrical shock.
The Fire Safety chapters describe the organization and structure of the laboratory's fire protection program. This program provides a level of fire protection and fire suppression capability sufficient to minimize losses from fire and related hazards consistent with the best protected class of industrial risks that is Highly Protected Risk (HPR). With regard to facilities, the "code of record" (the code in effect at the time of design) is in effect for the life of the facility. The current code will apply to the facility in the event of a major renovation or if a significant hazard endangers the building occupants as determined by the Environment, Safety, Health, & Quality Section's Fire Protection Engineer (ESH&Q-FPE).
This series details the requirements for design, fabrication, operation, and testing of vacuum vessels, pressure vessels, cryogenic systems, refrigeration systems and associated piping which are in use to support daily operations and experiment activities. Engineering notes are required for systems such as evacuated beam pipes, thin windows on experiment targets using cryogenic fluids, gas storage membranes, and cryogenic storage tanks and piping.
Fermilab's program, procedures and safety requirements for all subcontractor work follow DOE 10 CFR 851 and are flowed down to subcontractors through the ESH&Q Requirements - 013100 document. The level of Fermilab review and oversight of subcontractor activities is commensurate with the risk and complexity of the work activity. Construction work is coordinated by a Construction Coordinator (CC) or by a Task Manager when the work is performed by a time and material contract. The significant difference between the two oversight roles lies in the assignment of responsibility for safety planning and hazard assessment. Task Managers must understand the detailed nature of work assignments for tradesmen. They serve to specify Fermilab requirements as a job progresses, working closely with subcontractors, supervisors, and workers. A Construction Coordinator oversees or coordinates construction when supervision and management is included in the subcontract scope and the work processes and required outcomes are well understood. The CC relies on the subcontractor to plan the means and methods to safely and effectively accomplish construction objectives. Service Coordinators (SC) oversee service work and must understand the activities of the service subcontractor. Understanding the work and its associated hazards ensure that appropriate work planning and controls are prepared by the SC and implemented for the activity.
Working at heights exposes workers to a fall hazard that must be addressed with properly designed fall protection systems and/or commercial fall restraint equipment. Design requirements can be found in both the FESHM chapter and referenced standards. There are also requirements for inspection of fall protection restraint equipment that will ensure damaged or outdated items are removed from service in a timely manner.
Radiation protection at Fermilab is achieved through the implementation of the Fermilab Radiological Control Program. The Radiological Control Program is a lab-wide program that ensures DOE activities conducted on site comply with current regulations and standards through the management of activities that have the potential to produce radiation and/or radioactive materials that could result in radiation exposure to workers, the public and the environment. In order to attain these goals, the Fermilab Radiological Control Manual (FRCM) as a part of FESHM, has been established in the context of the Laboratory's programs of Integrated Safety Management.
FRCM chapter series contain the following elements:
Radiological standards define the acceptable dose limits per applicable standards and regulations, the yearly administrative goal as set by the director, contamination control and control levels, posting (signage) requirements, and the Release Certification Program for Facilities Containing Radioactive Materials.
This chapter includes procedures that define planning, work preparation, entry and exit requirements, work controls, and Fermilab's ALARA (As Low As Reasonably Achievable) Program when conducting radiological work.
This chapter includes procedures that define how radioactive material is identified, stored and controlled, how it is released to other areas and for transport, the Source Control & Accountability Program, Radioactive Waste Disposal Program, Low-Level Waste Certification Program (LLWCP), and Radioactive Waste Minimization Program, and the control of radioactive liquids and airborne radioactivity including the Water Management Program.
Radiological Health Support Operations defines requirements for the External Dosimetry Program and Internal Dosimetry Program, Radiological Respiratory Protection Program, the requirements for the Dosimetry Program Manager, explains how instruments are calibrated through the Maintenance Program of radiological instrumentation, and how exposure investigations are conducted, and how radiologically contaminated personnel are handled.
Training and qualification requirements ensure personnel have the appropriate training to work safely in and around radiological areas and to maintain their individual exposure and the radiation exposure of others ALARA.
Radiological control and management of records is needed to demonstrate the effectiveness of the overall program. These records document the radiological safety afforded to personnel on site. These records include, individual radiation dose reports, radiological surveys, and instrument calibration.
Fermilab's policy on Accelerator Shielding Design ensures radiation exposures are as low as reasonably achievable (ALARA) and compliant with regulations and applicable DOE orders.
This chapter describes more restrictive procedures placed upon the areas within the site which may present possibilities of exposure of visitors to radiation and radioactive materials in the building, as well as for the possibility of loss or theft of such materials.
Responsibilities and requirements for Radiation Safety Interlock Systems (RSIS) prevent injury, death, or serious overexposure to high radiation levels.
An Environmental Radiation Monitoring and Control program to protect members of the public and the environment against undue risk from radiation.
Fermilab employees, users, visitors and subcontractors must complete certain Environment, Safety, Health & Quality (ESH&Q) training before engaging in work activities. Training is intended to prepare employees to recognize hazards, and to protect themselves and the environment by responding appropriately.
The ESH&Q Section routinely identifies regulatory driven training requirements (and qualification periods) which apply to the Laboratory and make these known to management. Those courses are documented in TRAIN. Individual Training Needs Assessment (ITNA) questions and content is managed by ESH&Q and is an assessment completed by supervisors for each new employee (and annually thereafter) to ensure they are receiving the appropriate training. The FESHM chapter ESH Training Program describes this and other key elements to the ES&H training program.
Other assessments are described in other chapters, such as:
Risks/assessments monitored by:
Records as required by:
Other records including:
Many high level documents can be found at:
Integrated ES&H management is required through the Fermilab Environmental, Safety & Health Manual (FESHM), which applies to all work performed in the leased space in South Dakota. Activities on the rest of the site are governed by SDSTA ES&H policies which Fermilab assures are sufficient and adequately implemented. The SDSD is supported by a dedicated department within the ESH&Q Section based in Illinois and, like all Divisions, has a Division Safety Officer (DSO). The SDSD DSO is 100 percent dedicated to SURF ESH oversight and onsite at SURF ~50 percent of the time. This team assures that the SDSTA Services provided to DOE activities meet all ES&H requirements. Additional support for specific issues or technical processes is provided by the ESH&Q Section or through other subject matter experts. The SDSD DSO will also provide ES&H oversight for non-LBNF FRA sponsored construction activities.
Refer to the SURF Governance Matrix