CDF will handle request for reviews going to the CDF Upgrade ES&H Review Committee in this manner.
In an effort to avoid long delays in just moving paper around, we will try to use electronic mail to speed up the approval process. Hopefully this process will keep everyone informed about the status of the review and permit the work to proceed. Please note that a real paper hard copy of the approval sheet will follow so we can have a hard copy record that has actual signatures. This method of approval was considered acceptable and is described in RD_ADMIN_004 dated 1994.
When a person decides that a CDF ES&H safety review should begin they must E-mail the appropriate Subcommittee Chair of the CDF Upgrade ES&H Review Committee requesting such a review, with copies to Keith Schuh and Win Baker. If you do not know who the Subcommittee members are, ask Keith or Win for help. The Subcommittee Chairperson will then interact directly with the originator with notifications (copies) to Keith and Win. Keith Schuh will prepare a formal sign off document that will require signatures of approval. Keith will also notify everyone whose signature will be required on the sign off sheet. This notification allows the signatories the opportunity to respond with the name of a deputy if they will be away from the Lab.
An example of the E-mail that the signatories will receive might look something like this:
Del Allspach has requested approval to flow flammable gas to perform COT aging tests. The location of the test will be on the 720 foot level of the gas platform area in the CDF assembly building pit. I have prepared a formal sign off sheet granting approval to do this operation. In an effort to avoid delays you may use E-mail to approve or make comments about the operation. All E-mail should be sent to everyone addressed on this mailing. Your E-mail will become part of the formal sign off documentation package. Your signature or your deputies will still be required on the formal sign off sheet.
The people who receive this notification may respond in several ways. The important thing is that they respond by forwarding their replies to everyone else who has received the E-mail. That way everyone will be kept informed about what is going on.
1. A Co-project manager could say stop all work on the project.
2. Safety committee people can make comments about deficiencies that need to be corrected and say that they will not approve the request until they are corrected.
3. They can approve the request using E-mail.
4. They could answer ' I'll be away from the Lab for the next three weeks and have assigned my deputy to look into this'.
Eventually the Division Head will need to approve the request also. He may give his permission electronically but, a paper copy of the sign off sheet must be submitted for his signature when reasonably possible. The Division Head will determine what that time is. He will not give his approval until he is satisfied that all safety reviews have taken place.
During this process there will be paper work generated. This might be letters written between the Safety Committee and the requester or drawings. Whatever the documentation is, it must be saved. Keith Schuh must be given a copy of all documentation that needs to be included with the hard copy of the sign off sheet. This documentation will be stored in a binder labeled 'CDF RUN II OPERATIONAL READINESS CLEARANCE.' The binder is located in the CDF Assembly Building 3rd floor east meeting room.