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Instructions for Taking a Job Hazards Analysis (JHA) for Chemical Sciences’ Affiliates and Staff
July 18, 2012 Page 1 of 3
Introduction
Welcome to the Chemical Sciences Division (CSD) at Lawrence Berkeley National Laboratory (LBNL). In the next few pages, you will be guided through a safety process required of all CSD employees and affiliates. The goal of this process, Job Hazards Analysis (JHA), is to identify and provide control of hazards which are a part of most workplace activities. The JHA process, when completed by you and your Supervisor/Work Lead, provides you the authorization to conduct your work at LBNL. You cannot conduct unsupervised work without a work authorization (typically provided by the completed JHA) that describes the work activities.
There are several applicable JHA options dependent upon where you will be principally working at either the LBNL site or at the University of California, Berkeley (UCB) site.
Table 1 shows CSD Research Directors whose group members do all, or nearly all, of their research work at the UCB campus site. You will use information from this table to complete the JHA “Opt Out” option. In most cases, CSD employees and affiliates working solely on the UCB campus are covered by the UCB campus EH&S (Office of Environment, Health and Safety) requirements and program. Therefore, an exclusively UCB based worker can opt-out of the hazards analysis process that is normally done by the LBNL JHA system.
Taking the JHA
1) Review Table 1 to determine if the Research Director (PI) you will be working with is included in the list. If listed, your workplace is located on the UCB campus. Go to Section A – (A - pages 1-7) in this document for instructions on how to prepare an “Opt-Out” JHA. This opt-out process means you will be required to take a limited set of safety training courses.
2) If the PI you will be working with is not listed in Table 1, you are requested to please wait until you arrive at LBNL for detailed instructions on preparing the JHA. You and your Research Director or Supervisor will jointly prepare the JHA suitable for you to establish and implement safe work practices and to generate a list of training courses suitable for your specific work. See Section B (B – pages 1-4).
3) If you are uncertain about which Research Director you will be working with, please wait until you arrive at LBNL for detailed instructions.
4) If you have any questions or need assistance please contact a) your Supervisor/Work Lead, or b) Jerry Bucher, Chemical Sciences Safety Coordinator, [email protected], 510-486-7167, or c) [email protected], 510-486-5216.
Directory Introduction and Taking the JHA Section A – Instructions and guide for Chemical Sciences personnel preparing an “Opt-Out” of LBNL JHA
document. Section B – Instructions for Chemical Sciences personnel concerning preparation of LBNL JHA. Section C – Instructions and guide for Collaborators associated with Chemical Sciences research programs that need completed JHA mandated preparation before arrival at the LBNL work place. Example given is for COLTRIMS project. Details covered are similar for any CSD collaborative research program.
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Instructions for Taking a Job Hazards Analysis (JHA) for Chemical Sciences’ Affiliates and Staff
July 18, 2012 Page 2 of 3
Table 1. CSD Research Directors Located on UCB Campus Sites
Research Director (RD) RD LBNL ID Number Location Bldg. - Room
John Arnold 289551 022 – 0530 (Latimer)
Alexis T. Bell 060462 018 – 0107 (Gilman)
Robert G. Bergman 066858 850 - 0691 (Tan Hall)
David Chandler 372403 018 - 0208 (Gilman)
Christopher Chang 012512 022 – 532A (Latimer)
Michelle C. Chang 013439 038 – 0125 (Lewis Hall)
Tanja Cuk 006524 011 - D046 (Hildebrand)
Phillip L. Geissler 009682 018 - 0207 (Gilman)
Charles B. Harris 364575 011 - D087 (Hildebrand)
John Hartwig 029688 022 - 0602 (Latimer)
Teresa L. Head-Gordon 328351 922 - 0274C (Stanley Hall)
Martin Head-Gordon 822001 018 - 0217 (Gilman)
Enrique Iglesia 512501 018 - 0103 (Gilman)
Stephen R. Leone 007433 018 - 0209 (Gilman)
William A. Lester Jr. 527150 018 - 0212 (Gilman)
William H. Miller 611025 018 - 0211 (Gilman)
Daniel M. Neumark 647718 011 - B64A (Hildebrand)
Kenneth N. Raymond 734291 022 - 0531 (Latimer)
Richard J. Saykally 785467 011 - D033 (Hildebrand)
Gabor A. Somorjai 841175 011 - D058 (Hildebrand)
T. Don Tilley 894388 850 - 0591 (Tan Hall)
F. Dean Toste 019249 022 - 0627 (Latimer)
K. Peter C. Volhardt 923917 022 - 0635 (Latimer)
K. Birgitta Whaley 015698 018 - 0219 (Gilman)
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Instructions for Taking a Job Hazards Analysis (JHA) for Chemical Sciences’ Affiliates and Staff
July 18, 2012 Page 3 of 3
Please remember, if your Supervisor/Work Lead is not in the above list go to Section B, unless you are a short-term collaborator with an LBNL located research group. In this case go to Section C.
Continue on to either Sections A, B or C
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Instructions for Taking a Job Hazards Analysis (JHA) for Chemical Sciences’ Affiliates and Staff
July 18, 2012 Section B ‐ Page 1 of 4
Section B
As stated in the Introduction, you are requested to please wait until you arrive at LBNL for detailed instructions on preparing the JHA. You and your Research Director, Supervisor or Work Lead will jointly prepare the JHA suitable for you to establish and implement safe work practices and to generate a list of training courses suitable for your specific work.
The JHA questionnaire is geared to embrace a wide spectrum of personnel who frequently have varied skills and jobs. At first glance, the JHA questionnaire includes hazard identification questions which might be considered applicable to a new person’s skills. However, answering YES to any of these types of questions, which are intended for a different group of LBNL personnel distinct from groups in Chemical Sciences Division, will generate an inappropriate hazard training profile. You would be identified as needing EH&S safety courses which are not applicable and are intended for another subset of LBNL workers. Even if you were to complete the prescribed EH&S training courses you would still not be judged ready or be authorized to perform the types of work that you identified in your JHA questionnaire. Frequently extensive additional On-The-Job training (OJT) would be needed to qualify for tasks that probably were never intended for your research or administrative duties. Consequently, it is essential and also most efficient to jointly complete a JHA questionnaire with the direct participation of an experienced and knowledgeable Supervisor/PI/Work Lead.
The instructions for taking a JHA as noted in the Job Hazards Analysis (JHA Help Center) listing in the A-Z index are noted below. Let’s review the JHA Process for individuals: 1) First, the Worker selects work groups and answered questions about his or her work. 2) Next, the JHA system produced a draft hazards profile. 3) The Worker then discussed the draft Hazards Profile with his or her Supervisor or Work Lead and tailored it to fit his/her individual work. 4) Once the Worker and Supervisor or Work Lead agreed on the tasks, hazards and controls, they signed off, creating the Active Work Authorization. The Worker is now authorized to perform work on the LBNL site. 5) The Work Authorization allows work to proceed subject to the specified controls. 6) Controls to be implemented may include engineered equipment, procedures, training and specific PPE as the last line of defense. It is the policy of the Chemical Sciences Division to streamline this process by requiring a one-on-one meeting between the new person and their Work Lead/Supervisor/PI to create a draft hazards profile. No reliance is placed on solely using the work group concept. (See below for an explanation of “work groups,” “Work Lead” and other concepts encountered in the JHA process). This action will ensure that no tedious editing of a new person’s JHA must be done to correct any misunderstandings reflected in the new person’s draft JHA concerning tasks, hazards and controls needed to create the Active Work Authorization.
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Instructions for Taking a Job Hazards Analysis (JHA) for Chemical Sciences’ Affiliates and Staff
July 18, 2012 Section B ‐ Page 3 of 4
Q: What is a Work Lead?
A: A Work Lead is anyone who directs, trains, and/or oversees the Work and activities of one or more Workers. Work Leads provide instruction on working safely and the precautions necessary to use equipment and facilities safely and effectively. Work Leads may authorize Work with the concurrence of the Worker’s Supervisor.
Q: How is a Work Lead different than a Supervisor?
A: Supervisory Employees are defined by the Higher Education Employer-Employee Relations Act (HEERA) as "any individual, regardless of the job description or title, having authority in the interest of the employer to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward or discipline other employees, or responsibility to direct them, or to adjust their grievances, or to effectively recommend such action, if, in connection with the foregoing, the exercise of such authority is not of a merely routine or clerical nature, but requires the use of independent judgment. Employees whose duties are substantially similar to those of their subordinates shall not be considered to be supervisory employees."
Work Leads direct, train and/or oversee the Work and activities of the Worker. He/she is not necessarily that individual’s Supervisor (i.e., he/she may not have the additional authority to hire, transfer, suspend, or take other personnel actions). Put another way, a Supervisor always has the authority to act as the Work Lead, but a Work Lead does not necessarily have the authority to act as Supervisor.
Q: How is a Work Lead different than a Principal Investigator (PI)?
A: Most U.S. Federal and State agencies that support scientific and technical research use the interchangeable titles “Principal Investigator” or “project director” for the scientist or researcher responsible for the technical leadership and administrative accountability of a project. A PI is ultimately responsible for the administration, direction, and management of the project and for its results. Often, funding for the project is also the PI’s responsibility. The designation is specific to a single contract, and terminates with the closing of that project. The designation is thus of a different character than for such ongoing leadership positions as division director, department head, and group leader.
A PI is always part of Line Management, and from a Safety Line Management perspective, the PI is no different from any other Staff. The PI role pertains to the management of the project. The Supervisor or Work Lead role pertains to the management of people. The same individual may in fact fill both roles (PI and Supervisor), but this is not necessarily so.
Q: What are the responsibilities of a Work Lead?
A: Work Leads
Utilize the JHA process as a mechanism to authorize Work under their control when the tasks, locations, hazards, and controls have been properly analyzed. (Additional On-the-Job training may be necessary to allow a worker to safety conduct a Work Authorization).
Consult with new Workers, or Workers whose tasks have changed, to assure that their Work Authorizations accurately describe the tasks, hazards, and controls inherent in the Work.
Ensure that JHAs are updated annually or more frequently if required.
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Instructions for Taking a Job Hazards Analysis (JHA) for Chemical Sciences’ Affiliates and Staff
July 18, 2012 Section B ‐ Page 4 of 4
Stop authorized Work when hazards and controls change, and do not reinitiate Work until the Work Authorizations for all Workers performing that Work have been updated, and the required controls are in place.
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Instructions for Taking a Job Hazards Analysis (JHA) for Chemical Sciences’ Affiliates and Staff
July 18, 2012 Section C ‐ Page 1 of 13
Section C – Complete A COLTRIMS GUEST JHA
This section presents information which is of interest to affiliates who are coming to the LBNL site to do collaborative work with an existing CSD research group. By completing a JHA prior to arriving at LBNL, the person will have identified and completed any online safety training associated with the collaborative project, without needing to consume valuable and limited time available in fulfilling LBNL safety training requirements instead of performing collaborative research. This special case procedure allows better utilization of the limited time the person has when collaborating with an LBNL sited research group.
In this COLTRIMS example note that it is essential to construct “work-group(s)” which will generate the appropriate responses for a JHA questionnaire. In turn, these responses generate a suitable safety training profile. The person taking the JHA frequently does not have the benefit of a direct and timely consultation with the CSD host of the collaborative research project. By following the predetermined answers for a JHA, as determined by selecting “work-group(s),” a workable substitute is realized instead of having a much more desirable direct host-collaborator dialogue.
For the COLTRIMS project, a very completed set of safety instructions, useful information concerning making visitor arrangements and a duplicate of taking a COLTRIMS JHA (Appendix A) is available at this link. http://amo-csd.lbl.gov/downloads/AttendingALSBeamtime.pdf
Set out below is a detailed guide for completing the COLTRIMS JHA. The information shown only applies to personnel intending to collaborate in the COLTRIMS GUEST Research project. However, with some judicious changes the materials presented will be very similar to the JHA product that would be created by personnel that are following Section B instructions.
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