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Clarification on Interim LBNL Health and Safety Policy

Area Safety Leader

1. Introduction

A person’s Job Hazards Analysis (JHA) covers the hazards to which the individual is exposed in the performance of their work. However, there are often other hazards that are present at a site, room, laboratory, or shop.  Conditions and personnel in these areas can, and do, change frequently. To assure that area hazards are identified and controlled, and that all personnel working in the area are aware of these hazards, a single Point of Contact must have the responsibility and authority for assuring safety over activities that area.

2. Definitions and Acronyms

Area – means an entity separately listed in the LBNL Space database maintained by Facilities Division and assigned to a Division for programmatic use. Areas may be further described by their functional use (e.g., laboratories, shops, offices, conference rooms).

Technical – in this context, “technical” uses include non-administrative activities that pose potential hazards. “Technical” areas generally include laboratories, shops, workrooms, and the like. Offices and conference rooms are generally not “technical” areas.

3. Scope

This policy applies to all LBNL employees, casual and participating visitors, guests, and subcontractors performing Work at Berkeley Lab.

4. Policy

  1. Every separately identifiable area used for technical purposes shall have a Division assigned to assure the safety of Work activities performed in that area. By default, the responsible Division is the one having the preponderance of programmatic activity in that area. Facilities Division maintains records of what Division is assigned safety responsibility and authority over an area.
  2. The Director of the Division responsible for safety in an area shall assign an individual the role of “Area Safety Leader”.
  3. The Area Safety Leader shall
    • Serve as the Point of Contact for those authorized by their supervisors to do Work in the area. This includes individuals whose work is stable at a location within the area as well as transient workers (e.g., Facilities craftsmen, subcontractors, vendors).
    • Assure that his/her name and contact information (normal working hours and emergency) is prominently displayed on each entrance to the area, and entered into the Hazard Management Guides posted in the area and the Hazard Management System.
    • Designate backup Area Safety Leader(s) for times when he/she is not available, and posting their names and contact information on the door posting.
    • Be aware of all activities and hazards within the area.
    • Coordinate activities, hazards, and controls within the area to ensure a compatibility of activities and controls to mitigate hazards, calling upon Division Safety Coordinators, EH&S safety liaisons and subject matter experts for assistance as necessary. [Note: The Area Safety Leader is not necessarily the owner (responsible person) for all hazards and controls within the area.]
    • Assure that the LBNL Hazard Management System (HMS) database for the area is comprehensive and current.
    • Assure that Personal Protective Equipment required for safe entry into the area is identified (by consultation with individuals performing Work in the area) and identified on the posting on the entrance door.

5. Guidelines for Identifying Area Safety Leaders

  1. In order to assure consistency with Integrated Safety Management principles, the Area Safety Leader should be a member of the Division’s Line Management chain.
  2. When a single Principal Investigator (PI), Work Lead, or Supervisor controls all Work activities within an area, that individual should be designated as the Area Safety Leader.
  3. When the situation exists where multiple PIs, Work Leads, or Supervisors control Work activities within an area, the Area Safety Leader should be designated per the following:
    1. When the PIs, Work Leads or Supervisors and activities are within a single Division, the Division Director overseeing all activities appoints the Area Safety Leader. (Note: in some Divisions this individual is also known as a Coordinating PI).
    2. When the activities within a room/laboratory span multiple PIs, Work Leads, or Supervisors and multiple Divisions, the Division Directors responsible for the activities in the room/laboratory should jointly designate the Area Safety Leader.  This choice should be documented by either a Memorandum of Understanding or joint communiqué, and be listed in an appendix to the respective divisions’ ISM plans.

6. Responsible Parties

Division Directors

Division Directors are responsible for appointing a “Area Safety Leader” for every area for which the Division is responsible, and for assuring that the “Area Safety Leader” executes his/her responsibilities under this Policy.

Facilities Division

The Facilities Division maintains the Space Database and assures that a responsible Division is designated for each space.

Supervisors and Work Leads

Supervisors and Work Leads who authorize their direct reports to perform Work in a space shall

  1. Coordinate and gain concurrence of the Space Safety Leader prior to introducing any new hazards into a room/laboratory
  2. Assure the Work of their direct reports is properly authorized through the JHA system, and have all required training completed
  3. Ensure that all hazards present in activities for which they are responsible are properly entered and current within the (HMS).