Safe Work Authorizations

Title:	Safe Work Authorizations
Publication date:	12/18/2012
Effective date:	7/5/2011

BRIEF

Policy Summary

Berkeley Lab's Safe Work Authorizations policy ensures that all work is performed in a safe manner by:

Ensuring that work planning is performed prior to starting work
Defining the work, analyzing hazards, and developing controls such that hazards are identified and mitigated
Providing work authorization processes to ensure that procedures, controls, and resources are in place, such as:
- Job Hazards Analysis (JHA)
- Temporary Work Authorization (TWA)
- Activity Hazard Documents (AHDs) for higher-hazard work
Ensuring that the process and authorizations are documented prior to starting work

Who Should Read This Policy

All Berkeley Lab employees, visitors, affiliates, and subcontractors

To Read the Full Policy, Go To:

The POLICY tab on this wiki page

To Read the ES&H Program Details, Go To:

http://www.lbl.gov/ehs/pub3000/CH06.html

Contact Information

Activity Hazard Document Guidance and JHA Subject Matter Contact
EHSS Division

Title:	Safe Work Authorizations
Publication date:	12/18/2012
Effective date:	7/5/2011

POLICY

A. Purpose

Berkeley Lab's Safe Work Authorizations policy ensures that all work is performed in a safe manner by:

Ensuring that work planning is performed prior to starting work
Defining the work, analyzing hazards, and developing controls such that hazards are identified and mitigated
Providing work authorization processes that ensure that procedures, controls, and resources are in place such as:
- Job Hazards Analysis (JHA)
- Temporary Work Authorization (TWA)
- Activity Hazard Documents (AHDs) for higher-hazard work
Ensuring that the process and authorizations are documented prior to starting work

B. Persons Affected

Berkeley Lab employees, visitors, affiliates, and subcontractors who perform work in technical areas or on construction sites

C. Exceptions

Those not performing work, who work 100% at a site not managed by the Berkeley Lab, or who work 100% of the time on the UC Berkeley Campus

D. Policy Statement

Safety of all operations at Berkeley Lab is managed according to the principles outlined in LBNL PUB-3140, Integrated Environment, Health and Safety Management Plan: Integrated Safety Management (ISM) System. Five functions form the core of the ISM process. These core functions apply at all levels of Berkeley Lab: at the institutional level, at the division or department level, and at the level of individual projects or work activities. The five functions are:
1. Defining work
2. Analyzing hazards and risks
3. Establishing controls
4. Performing work
5. Feedback and improvement
A key principle is that of work authorization. Authorization is a review and management approval process designed to ensure that procedures, controls, and resources are in place before the work begins. All work at Berkeley Lab proceeds under authorization.
Line Management Authorization is required for routine work using the Job Hazards Analysis (JHA). Work Process A discusses the JHA, and the Job Hazards Analysis program provides detailed requirements.
Under certain circumstances, operations in a particular facility may require authorization. Work Process B provides general guidance on Facility-Based Authorizations, while Appendix C directs to the precise process for each type of Facility-Based Authorization.
Formal Authorizations are generally required for more extensive or inherently dangerous work. Trigger levels for such authorizations are located in Appendix B. Work Process C describes the process for Formal Authorizations.
The Temporary Work Authorization (TWA) process, which is described in Work Process C.2, may be used if it:
1. Is not a permanent component of ongoing work
2. Does not involving elevated hazards
3. Is of a short term duration (two weeks or less)
4. Has a limited and clearly defined scope

E. Roles and Responsibilities

Role	Responsibility
Employee, Visitor, and Affiliate	Perform only work for which they are authorized and qualified.
Principal Investigators, Managers, Supervisors, and Work Leads	Identify the hazards associated with the work to be performed. Supply the controls necessary to perform the work safely. Assure that employees under their supervision complete the Job Hazards Analysis (JHA) and receive specialized training as required by PUB-3000, Chapter 24 (see also the EHSS Training Web site). Assure that all work under their control is evaluated to determine the level of authorization required by this chapter and that proper authorization is obtained before beginning work. Assure that all work under their control is performed in compliance with the controls specified for that work. Assure that authorizations for work under their control are reauthorized as required, including whenever work changes significantly.
Division Directors	Assure that all work spaces are evaluated at least annually for identification of hazards and implementation of controls. Assure that all work has obtained line management, formal, or facility-based authorization, as required.
Facilities Division	Reviews projects during the project planning phase and prepares the appropriate NEPA/CEQA documentation. Prepares the appropriate NEPA/CEQA documentation.

F. Definitions/Acronyms

Term	Definition
Line Management Authorization	An authorization that is either implied from other documentation, or is explicit but administered by the responsible division doing the work. Examples include the Job Hazards Analysis (JHA), Subcontractor Job Hazard Analysis (sJHA) for non-construction subcontractors, and Contractor JHA for construction subcontractors.
Formal Authorization	A written document, authorized by the responsible division with the EHSS Division review and concurrence, that describes the scope of work; required procedures and controls; authorized materials and equipment to be used; and staff authorized to conduct the work. Examples include Radiological Work Authorizations, Activity Hazard Documents, research involving human or animal subjects, and some high-pressure work.
Facility-Based Authorization	Hazards analyses and controls are based on the facility as a whole rather than on an individual operation. Examples include Safety Analysis Documents, air and water discharge permits, and NEPA/CEQA analyses.

G. Recordkeeping Requirements

Record	Database/Retention Location	Owner
JHAs	JHA Database	EHSS
AHDs	AHD Database	EHSS
sJHAs	sJHA Database	EHSS
RWA	RADAR	EHSS
Biological Use Authorization	EHSS – Biosafety Officer Files	EHSS
TWAs	Maintained by the authorizing division	EHSS
EHSS Training Records	JHA/EHSS Training Database	EHSS

H. Implementing Documents

Document Number	Title	Type
07.02.003.001	Safe Work Authorizations	Program
07.02.003.002	Work Process A, Line Management Authorizations for Routine or Special Hazards	Work Process
07.02.003.003	Work Process B, Facility-Based Authorizations	Work Process
07.02.003.004	Work Process C, Formal Authorizations for Increased Hazards	Work Process
07.07.007.001	Construction Safety	Program
07.07.018.001	Lasers	Program
07.08.001.001	Radiation Safety	Program
07.07.004.001	Biosafety	Program
03.02.002.001	Research with Human and Animal Subjects	Program
07.02.004.001	sJHA – Subcontractor Job Hazards Analysis	Program
07.02.004.002	Work Process A, sJHA Process Overview	Work Process
07.02.004.003	Work Process B, Creating an sJHA	Work Process
07.02.004.004	Work Process C, Training and Orientation	Work Process
07.02.001.001	Job Hazards Analysis	Program

I. Contact Information