esh1000 - general employee training · the paper copy may be obsolete soon after it is printed....

09/10/19 of 27 The official version of this training course can be found at,

https://apps.inside.anl.gov/que/public/item/WBT/ESH1000/splash The paper copy may be obsolete soon after it is printed.

ESH1000 - General Employee Training

Welcome to ESH1000 – General Employee Training.

This course includes refresher and site information, as well as notices required to be presented to you on an annual basis. Make sure to review each section carefully as the information will be covered on the final test.

Specifically, the course contains essential information on:

- Environment, Safety, Health and Quality • Your rights and responsibilities • Argonne policies • Communicating ES&H issues • Incident notification procedures • Fire safety and fire extinguishers • Radiation protection • Hazardous Energy Control program • Waste • Stormwater pollution prevention • Quality assurance and nonconformity

- Security

• Operating a motor vehicle at Argonne • Hosting foreign visitors • Security incidents and reporting requirements

- Records Management • What constitutes a record • Retention of records

- Procurement and Shipping

• General procurement process • Inner container preparation

- Annual Notice (required)

• Continuing health studies

Environment, Safety, Health and Quality

The following pages will present you with information on:

• Your rights and responsibilities • Argonne policies • Communicating ES&H issues • Incident notification procedures • Fire safety and fire extinguishers • Radiation protection • Hazardous Energy Control program • Waste • Stormwater pollution prevention • Quality assurance and nonconformity

Your Rights and Responsibilities

OSHA/DOE Notice - Safe Working Conditions

https://apps.inside.anl.gov/que/public/item/WBT/ESH1000/splash



Argonne's active safety program assures Laboratory employees that their right to safe working conditions is protected. Department of Energy (DOE) requires Argonne to comply with Occupational Safety and Health Administration (OSHA) and other related standards. DOE and Argonne National Laboratory assessment procedures monitor compliance.

Argonne must monitor the workplace for hazardous materials and unsafe conditions, maintain records, provide employee access to those records and make prompt notification when exposures exceed relevant standards. View the Worker Safety and Health Poster for additional information.

Employee’s responsibilities

As an employee, you have the responsibility to know and follow the health and safety practices that apply to your work. Individuals who find themselves engaged in an unsafe activity or observe unsafe working conditions are empowered and obligated to stop or suspend any activity that they deem to have placed them or others in immediate danger.

It is also the obligation of anyone who stops or suspends work to bring such condition immediately to the attention of the Division Director, Department Head, or line supervisor of the relevant organization.

Employee’s rights

When serious ESH hazards are discovered, you have the right to stop or suspend work. Any violations of health and safety standards should be brought to your supervisor's attention.

If you are not satisfied with the corrective action taken, report the problem to Environment, Safety, Health & Quality (2-1581).

In addition to these steps, you may report concerns to your local DOE office, or the Office of Health, Safety and Security.

Additional inquiries or concerns may be addressed to the Employee Concerns Manager at the local DOE office: Argonne Site Office - Argonne, IL 60439

Argonne Policies

There are three main policies that pertain to environment, safety, health and quality at Argonne.

Safety and Health - LMS-POL-1 Activities at Argonne must be performed with the full integration of and compliance with safety and health requirements to minimize potential adverse impact on the health and safety of employees and members of the public and on property.

You have the responsibility and authority to suspend work. You have the responsibility and authority to stop work.


https://www.eshtraining.anl.gov/courses/ESH1000/pdf/WorkerSafetyandHealthPoster.pdf



For more information, see LMS-POL-1.

Environmental Policy - LMS-POL-2 Argonne activities (including experiments, facility operations, construction activities, and other activities) must be conducted in an environmentally safe and sound manner consistent with the existing DOE contract and Argonne permit conditions.

• We work with as small a quantity of material as possible to minimize waste. • We dispose of chemicals and waste properly in the appropriate containers. • We use environmental controls as required during our work. • We are all responsible for improving our processes to enhance environmental performance.


Quality Policy - LMS-POL-9 Argonne’s policy is to pursue continuous improvement in products and services and in relationships internally and with our customers. Argonne’s quality policy contains specific and measurable objectives to further the quality program goals. These objectives are revised periodically as the quality program evolves based on audit and inspection activities and trends indicating changing performance levels across Mission Support.

You are responsible for the quality of your work. You know that you’re responsible for knowing and implementing the quality controls associated

with your work.


Communicating Environment, Safety and Health (ES&H) Issues

Employees, contractors, and subcontractors are encouraged to communicate technical issues related to ES&H.

The Argonne's Differing Professional Opinions (DPO) for Technical ES&H Issues Program provides a specific process for assessing and addressing technical issues related to ES&H. See LMS-PROC-205 for more information.

If the ES&H technical issue has not been resolved, after exhausting existing Argonne complaint or resolution processes, and the employee believes it could have a significant negative impact on the protection of the environment, safety, and health activities of employees or members of the public, then the employee should initiate and submit a Differing Professional Opinion (DPO) to the DOE Site Manager using the guidelines outlined in DOE O 442.2 (Change 1): Differing Professional Opinion for Technical Issues Involving Environment, Safety and Health.

Incident Notification Procedures

To be sure that the right persons are informed when an incident occurs, follow the LMS-PROC-157 requirements.


https://docs.anl.gov/main/idcplg?IdcService=DISPLAY_URL&dDocName=LMS-POL-1



https://docs.anl.gov/main/idcplg?IdcService=DISPLAY_URL&dDocName=LMS-PROC-205

https://www.directives.doe.gov/directives-documents/400-series/0442.2-BOrder-chg1-pgchg

https://www.directives.doe.gov/directives-documents/400-series/0442.2-BOrder-chg1-pgchg





In short:

In any emergency, call the 911 hotline. Employees are required to notify their supervisor of any incident they are involved in. The supervisor is required to assess the reported incident and direct the next steps.

LMS-PROC-157 requirements:

In an emergency, the employee must dial 911 from an Argonne landline or (630) 252-1911 from a cell phone. Then, the employee must immediately notify his or her supervisor or next available senior supervisor.

NOTE: Calling the traditional 911 from your cell phone while on-site will direct your call to an offsite emergency center and not to the Argonne Response Center. In an emergency, the supervisor is responsible for ensuring that the incident is reported to the occurrence reporting facility manager (ORPS-FM) and confirming that the 911 call was initiated for the reported incident. NOTE: Consider programming the Argonne 911 hotline number (630-252-1911) into your mobile device.

In a non-emergency incident or injury-related event, notification must be made as soon as practicable by taking one of the following actions:

Call the 911 hotline and notify your supervisor, responsible manager or designee about the incident. Electronically self-report the incident using Vector or send an email to [email protected]. Non-emergency injury and illness incidents can be self-reported to the Health and Employee Wellness medical clinic by emailing medical@ anl.gov, walking into the clinic or calling 630-252-2809.

What happens when you call 911?

Calls to the 911 hotline will be answered by the Fire Alarm Office and monitored by the Central Alarm Station. The operator will question you in order to obtain the information needed by the responding emergency personnel. You will be advised when to hang up.




If your safety is threatened...

If there appears to be a threat to your safety,

leave the area immediately, and place the 911 call from a telephone in a safe area.

When possible, meet and guide the emergency responders to the incident, or have the area emergency supervisor do this.

Fire Safety

This section provides employee fire safety information and guidelines for maintaining a fire-safe environment. As an employee, you must:

Report fire detection system deficiencies

Notify the building manager if any fire sprinklers are observed to be caked with dust, grease, or that appear to have been painted.

Contact the building manager if an area has not been attended. Service floors, fan lofts, and storage areas can be especially prone to accumulating combustibles.

Notify the fire alarm office (2-6131) if a smoke or heat detector is covered for no known reason.

If you have questions, contact your ESH coordinator.

Keep emergency egress paths free of storage or obstructions

Emergency egress is the path (hallways, doors, and stairs) out of a building during a fire or other emergency.

Do not store items in these areas.

Keep fire doors closed and free of obstructions

Fire doors are designed to keep fire and smoke out of egress paths. (These doors are usually in corridors separating wings or entrances to stairwells.)

Do not manually block or obstruct fire doors. Do not hold fire doors open by a wedge or other unattended device.

Keep fire sprinkler systems free of obstructions

Do not use sprinkler piping, pipe hangers, or sprinklers as supports. Do not hang items or equipment from sprinkler piping, pipe hangers, or sprinklers

themselves. Maintain at least 18" clearance below the sprinkler heads and maintain clear access to fire

sprinkler control valves. Take extra care when working near the ceiling to avoid damage to sprinkler heads.




Follow safety guidelines for portable cooking equipment

Use only Nationally Recognized Testing Laboratory (NRTL)-listed equipment.

Turn off all equipment at the end of the work day. Do not use in laboratories or other work areas where eating and

drinking are also prohibited. Do not use in the immediate vicinity of flammable vapors, such as

near a flammable liquids cabinet, or when solvents are in use. Do not use on or near a table, desk, etc., that has loose packing

materials or papers. Remember that larger coffee makers must be plugged directly into a permanent receptacle.

Follow safety guidelines for portable space heaters

Use only NRTL-listed equipment. Use according to the instructions on the unit. Do not leave the unit unattended while it is in operation. Do not use under desks or near combustibles such as clothing, plastic wastepaper baskets,

cloth/carpet-covered partitions. Use the distance requirements marked on the heater, instruction book, or power cord. If

none are listed, 36" all around the unit is required for clearance from combustibles. Plug directly into a permanent receptacle.

Construct safe decorations and displays

Public area decorations and displays must be constructed of noncombustible or flame retardant materials and kept completely clear of any exit or access to an exit. Check with the division ESH coordinator.

Individual offices or work space decorations may contain limited amounts of combustible materials.

Do not use live holiday trees or garlands inside any building at Argonne. Use only NRTL-listed holiday artificial trees and keep clear of exits or exit access. Use only NRTL-listed decorative lighting. Do not use lighted candles and other open flame

lighting.

Maintain good housekeeping practices

Loose papers pose a significant fire hazard, especially if they are on top of an electrical cord. Documents that are not being used should be bound or filed.

Make sure that trash is removed regularly, especially cardboard boxes and loose packing material. Service floors, fan lofts, and storage areas can be especially prone to accumulating combustibles.

Control combustibles and hazardous materials in laboratory and experimental facilities




• Control both ordinary combustibles (e.g., paper, cardboard, plastic, wood) and hazardous materials (e.g., flammable/combustible liquids, alkali metals, flammable gases) in laboratories and experimental facilities.

• Limit combustible materials (paper, plastic, etc.) to the quantity necessary to support experiments and operations in progress, typically a one-week supply or less.

• Do not store combustible materials on or adjacent to hot plates, furnaces, evaporating ovens, heaters, soldering irons, electrical transformers, power supplies, extension cords, exposed electrical wiring, or other potential ignition sources.

• Use only approved flame-retardant plastic sheeting, available through AMOS, to cover laboratory bench tops or to line the floor of hoods, glove boxes, and experimental enclosures.

• Do not store combustible materials on or beneath glove boxes and hoods. • Store packaged radiological or hazardous waste properly and have it removed promptly.

Use aerosols and/or flammable liquids safely

Where there are five gallons or more, cumulative total, store in an approved flammable liquids cabinet.

Store in the original container if the container size is one pint or less. Once opened, flammable liquids in larger containers must be transferred to an approved

self-closing container. Any transfer of flammable liquids to another container must comply with procedure ESH-

11.3. Reagent-grade chemicals may be stored in the original container to maintain purity if the

container is one gallon or less. Use flammable liquids and/or aerosols only in a well-ventilated area. No open flame devices are allowed in areas where aerosols or flammable liquids are in use.

Smoking

It is the policy of Argonne to establish a smoke-free environment for its workers and visitors.

The smoking of tobacco products, including electronic cigarettes (e-cigarette, personal vaporizer or PV), is prohibited in all interior space on the Laboratory site, except for those rooms/areas of the Guest House and lodging facilities specifically designated for smoking. Smoking is prohibited in any outdoor areas in front of air intake ducts or within 15 feet of any entrance to a building. Smokers must obey all posted signage.

See LMS-POL-12 for more information.


https://docs.anl.gov/main/groups/intranet/@shared/@lms/documents/policy/lms-pol-12.pdf



Fire Extinguishers

Portable fire extinguishers are placed strategically in every building at Argonne to provide firefighting capacity to individuals who are properly trained in their safe use and operation. Always call the 911 hotline first and activate a pull station when confronted with a potential fire emergency.

When used correctly, a fire extinguisher saves lives and property by putting out a small fire or containing it until the Fire Department arrives.

Used incorrectly, the fire extinguisher can spread the fire and injure the person using it.

Somewhere near your work area is a fire extinguisher. It is useful only if you know how to use it. Should the need arise, there are several important points you must be aware of before you decide to use an extinguisher.

Dial 911 If you see a fire, call the Fire Department. Dial 911 first (911 from an Argonne landline or (630) 252-1911 from a cell phone) and activate a pull station.

If possible, have someone available to direct emergency personnel to the exact location.

Then, and only then, should you consider the use of a fire extinguisher.

Before you pick up an extinguisher, ask yourself...

Can the fire spread to block my escape? Is the fire spreading beyond the immediate area? Am I trained in the proper operation? Is this the proper fire extinguisher for this kind of fire?

Further, consider these questions...

Am I strong enough to lift and operate the extinguisher? Is the extinguisher within easy reach, in working order, and fully

charged?

When to use a fire extinguisher

Be certain that you have a way to escape both before and after you use the fire extinguisher.

Leave immediately if a fire is too large or if you do not feel confident that you can use an extinguisher safely.




During an emergency, there is no time to read directions. If you have any doubt about your ability to handle the fire, evacuate and leave the firefighting to the Fire Department.

Remember that extinguishers have limited fire knockdown capabilities. Most discharge their extinguisher agents in as little as eight seconds. Never turn your back on a fire. A fire can reignite after it has been extinguished.

Portable fire extinguishers are not designed to fight large or spreading fires. Even against small fires, they are only useful under the right conditions. To be effective, the extinguisher must be large enough to put out the fire.

Assure your own safety

A fire extinguisher is only useful if it is operational and available. The Fire Department provides inspections on a regularly scheduled basis to assure this. If you encounter an obstructed or impaired extinguisher, call the Fire Department at 2-6131.

Quick action will be taken to remedy the condition.

PASS the extinguisher, please

The three basic types of fire extinguishers at Argonne are carbon dioxide (CO2), dry chemical and pressurized water. The principles of operation are basically the same:

remove the extinguisher from its mounting then, when you reach the fire, pull the pin, squeeze the handle and direct the nozzle at the base of the fire in a sweeping motion.

An easy way to remember how to use an extinguisher is to remember the word PASS.




Choosing the right extinguisher

Fire extinguishers are classified according to their ability to handle specific classes and sizes of fires. Before using an extinguisher, determine what is burning and make sure you have the proper type of extinguisher for the fire. The following labels found on extinguishers provide this information.

Class A - Ordinary combustibles (trash, wood, cloth, paper and some plastics) Class B - Flammable liquids (oil, grease, tar, oil base paints, lacquer, turpentine) Class C - Energized electrical equipment Class D - Combustible metals (e.g., potassium, sodium, magnesium, lithium) Class K – Kitchen fires, plant and animal-based oil products

Radiation Protection

Argonne National Laboratory is firmly committed to having a radiological control program of the highest quality. This applies to all activities that manage radiation and radioactive materials and that may potentially result in radiation exposure to workers, the public, and the environment. Personal radiation exposure must be maintained as low as reasonably achievable (ALARA). Each person involved in radiological work is expected to demonstrate responsibility and accountability through an informed, disciplined, and cautious attitude toward radiation and radioactivity.

If you have questions about radiological protection, please contact your area Health Physicist or the Argonne Radiation Safety Officer (RSO).

Controlled Areas

If you see a sign like this, you must have GERT qualification and authorization by the area manager to access the posted area.

In addition, if the Controlled Area has any posted radiological designation (such as, "Radioactive Material Area", "Radiation Area", "High Radiation Area", etc.), then you must have a qualified escort and comply with all Entry Requirements.

Radiation Protection Program Requirements

The radiation protection program requires that Argonne:

Provides workplace monitoring (dosimetry) Establishes exposure limits – this is done by a group of radiological protection experts called

health physicists Provides communication – which includes postings, training, which is determined by JHQ

responses, and reporting




Hazardous Energy Control Program

The Hazardous Energy Control (HEC) program helps to prevent injury to all Argonne and contractor personnel, and damage to government property that may result from an unexpected startup of equipment and machinery, or inadvertent release of stored energy during equipment servicing and maintenance.

The Hazardous Energy Control program functions as part of the work planning and control process. It applies to all Argonne employees and all levels of subcontractors.

Lockout/Tagout is the primary safety control used in the HEC process, but others forms of hazardous energy control and isolation may be necessary.

The Hazardous Energy Control manual (LMS-MNL-4) describes the Hazardous Energy Control program and its implementation.

Please click each topic below for more information.

What is Hazardous Energy?

Hazardous energy is any form of energy that can cause personal injury, including but not limited to the following:

• Electrical • Mechanical • Rotational • Gravitational • Chemical • Pressure or vacuum • Hydraulic • Pneumatic • Non-ionizing radiation sources or lasers • Thermal or cryogenic

If you have questions about working with any form of energy, please contact your ESH Coordinator or Subject Matter Expert.

Applicability

The Hazardous Energy Control program and process requirements apply to the following situations:

• Working on or near equipment that could cause injury during installation, servicing, and maintenance if the equipment is unexpectedly energized, started up, or has the potential to release stored energy.

• Work activities on or near electrical conductors, circuits, or equipment that are or may be energized, and where there is significant potential for electrical shock or other injuries from arcing, flash burns, electrical burns, or arc blast.

• Any servicing or maintenance that occurs if workers must remove or bypass a guard or other safety device, or if workers must place any part of their body into an area where work is


https://docs.anl.gov/main/idcplg?IdcService=DISPLAY_URL&dDocName=LMS-MNL-4



performed on the material being processed (point of operation), or where an associated danger zone exists during a machine’s operating cycle.

Employee Responsibilities

Accountability for safety applies to all levels of employees, including managers and supervisors.

• Line supervisors must determine that their personnel receive the appropriate training on their roles and responsibilities in the Hazardous Energy Control program, and training specific to the equipment with which their personnel may be involved.

It is prohibited for any person to:

• Remove another person’s personal Lockout/Tagout (LO/TO) lock, except under the restrictions listed in the Hazardous Energy Control manual (LMS-MNL-4).

• Operate or attempt to operate any energy isolation device to which a LO/TO lock or tag is attached (other than during the initial challenge when establishing the LO/TO).

Waste

A variety of different waste types are generated at Argonne aside from sanitary waste (i.e., trash). This includes hazardous waste, universal waste, used oil, and sharps. Each of these waste types have specific handling and disposal requirements.

When planning for activities that will generate waste, review the Simplified Guidelines for Preparing Waste for Disposal or the Waste Handling Guide, and contact Waste Management for support.

Below are some topics related to waste.

Process Knowledge

In general, process knowledge means that a generator has sufficient information to properly characterize their waste to comply with specific regulatory requirements.

Why is process knowledge important?

• It is used to classify waste. • Classification is necessary for proper waste management and disposal. • Improper/lack of process knowledge can lead into incorrect classification, management, and

disposal. This can result in: o Health and safety issues o Damage to the environment o Significant fines o Criminal liability to Argonne and individuals

Hazardous Waste

Hazardous Waste is a waste with properties that make it potentially dangerous or harmful to human health or the environment. A waste is considered a hazardous waste if it appears on a specific


https://docs.anl.gov/main/idcplg?IdcService=DISPLAY_URL&dDocName=436001


https://docs.anl.gov/main/groups/intranet/@shared/@nwm/@div/documents/procedure/446202.pdf

http://inside.anl.gov/services/waste-management



hazardous waste list or exhibits certain characteristics of hazardous waste. These criteria are specified in Federal and State of Illinois regulations.

All hazardous waste handling and disposal activities are required to be managed in a manner consistent with procedures appropriate to the particular waste type.

Universal Waste

For the purposes of Universal Waste here at Argonne, three are considered within this area of control and management:

• Batteries

Waste battery collection receptacles are present in nearly all buildings, and are under the control of the Building Manager. If you have questions about whether your batteries are eligible for recycling, review the signage at the battery recycling location or contact Nuclear Waste Management (NWM).

• Mercury-Containing Equipment

Mercury-containing equipment should be disposed in a container that can be closed, is structurally sound, is compatible with the contents that will be stored within it, will not release the stored contents, and will not release the contents if damaged under reasonable circumstances. For specifics, please contact your ECR.

• Lamps

The custodial staff should be contacted for removal and management of non-broken fluorescent bulbs. Unbroken fluorescent bulbs are to be sent to recycle/reclaim through Custodial services. For broken bulbs, contact the Building Manager, the divisional ESH Coordinator or ECR. Incandescent and halogen bulbs that are uncontaminated can be placed in the trash.

Waste Streams

A waste stream is considered the flow of materials generated in a process (i.e., waste generation) to disposal (i.e., waste disposal).

Waste streams can be comprised of:

• A single/individual known material • Multiple known materials that are similar in nature and chemically/physically compatible.

How do we develop/establish a waste stream?

• We need to identify what is in our waste. Process knowledge is key to defining a waste stream.




Satellite Accumulation Areas

Satellite Waste Accumulation Areas (SAAs) are local designated areas, at which individuals/researchers may accumulate small amounts of hazardous waste (up to 55 gallons of hazardous waste, or 1 quart of acutely hazardous waste) that is generated through normal operations and/or research activities. SAAs are located at or near the point of waste generation.

The exact requirements for SAA registration, start up, and operation appear in LMS-PROC-103.

Used Oil

Discarded oil is regulated as either “Used Oil” or “Waste Oil”. The terms “Used Oil” and “Waste Oil” have two different meanings. Used oil is managed in a different manner than waste oil. Used oil regulations were established to allow for and to encourage oil recycling. Oil which is not managed for recycling, or for which no recycling option is available, is subject to regulation as waste under the hazardous waste regulations and is referred to as waste oil.

Sharps

Sharps include:

• Needles • Syringes • Scalpel blades • Razor blades • Lancets • Glass slides • Cover slips • Pasteur pipettes • Broken or unbroken glass • Sharps used in animal or patient care, medical research, or clinical or pharmaceutical labs

Sharps cannot be disposed as regular trash. All sharps (except those generated in an office setting including but not limited to scissors, knives, razor blades) must be placed in puncture resistant sharps containers. The type of sharps container to be used depends on if the sharps are contaminated and, if so, the type of contamination associated with them. Once disposed of in a sharps container, a sharp must never be removed from it.

Stormwater Pollution Prevention

The National Pollutant Discharge Elimination System (NPDES) permit requires Argonne to implement and maintain a Stormwater Pollution Prevention Plan (SWPPP) to protect stormwater runoff associated with industrial activities near buildings, and to communicate this plan to employees.

The Argonne SWPPP is updated annually. It can be viewed here.


https://docs.anl.gov/main/groups/intranet/@shared/@lms/documents/procedure/lms-proc-103.pdf

https://docs.anl.gov/main/groups/intranet/@shared/@lms/@environment/documents/report/125564.pdf



SWPPP Goals

Stormwater Pollution Prevention Plan goals at Argonne are to:

Orient Argonne employees to sources of potential stormwater pollution Describe each outfall watershed, including buildings and industrial activities potentially affecting

stormwater quality Describe measures, or best practices, designed to reduce pollution of stormwater from

industrial activities

Point Discharge

A point discharge is a pipe or other engineered stormwater conveyance designed to move stormwater quickly following a rain event.

The U.S. Environmental Protection Agency’s (EPA) National Pollutant Discharge Elimination System (NPDES) Stormwater Program, as required by the Clean Water Act, is designed to prevent stormwater runoff from washing harmful pollutants through point discharges (also referred to as outfalls) into local streams, rivers, and wetlands. Argonne’s NPDES permit authorizes stormwater discharge from 39 outfalls.

In Illinois, the Illinois Environmental Protection Agency (IEPA) administers the NPDES program.

Best Management Practices

The Argonne Stormwater Pollution Prevention Plan contains a series of 'best management practices' (or BMP's) that are designed to reduce the risk of stormwater contamination from industrial activities.

The key BMP's used at Argonne to protect stormwater include:

Spill Prevention and Response – ALL EMPLOYEES are encouraged to use the 911 system to notify spill response personnel if a spill occurs.

911 system alerts fire department, protective force, and Water Pollution Subject Matter Expert (SME).

Spill area is secured. Nearby stormwater drains are protected. Waste Management typically conducts cleanup. Water Pollution SME, working with fire department incident commander, begins

appropriate notifications. Inspections – outdoor areas (exposed to stormwater), including tanks, storage areas,

transformers, and storm drains, are inspected at least monthly. Housekeeping – outdoor areas should be maintained in a clean manner to reduce risk of

stormwater becoming contaminated.

Other BMP's used are focused on specific Argonne activities, such as:

Stormwater management concerns incorporated into project designs.




Dumpster controls – keep lids closed when not in use. Storm drain protection during fuel deliveries. Sediment and erosion control during construction – silt fences, retention basins. Snow management – using road closures, plowing before salt application, and restrictions on

salt near sensitive environmental areas, such as wetlands, to reduce salt in stormwater runoff. Green infrastructure to promote on-site management of stormwater – rain gardens, infiltration

basins, bioswales.

Sources of Potential Stormwater Pollution

Sources of potential stormwater pollution at Argonne include, but are not limited to:

Accidental spills Outdoor chemical and materials storage Salt use during winter Soil stockpiling without any cover Fuel transfer to storage tanks Poor housekeeping at loading docks Outdoor storage of chemical containers

Building Industrial Activities

Most outfalls at Argonne include buildings within their drainage watershed. Building industrial activities can potentially affect stormwater quality. Any given building might be represented by several industrial activities. Typical examples include, but are not limited to:

Loading docks – chemicals and other hazardous materials delivery to buildings Diesel generators – fuel tanks and fuel transfer Electrical transformers – sometimes contain oil Outdoor materials storage areas – storage of items with hazardous components Construction activities

Spills

All employees are encouraged to report spills of any nature (chemicals, oils, leaking machinery, water leaks, etc.) both indoors and outdoors, using the site-wide 911 notification system.

Reporting spills using the 911 system ensures a rapid and adequate response with minimal impact to stormwater.

Quality Assurance and Nonconformity

Quality Assurance (QA)

The research and services provided by Argonne's employees have always been at the forefront of science in this country. At Argonne, every employee is responsible for the quality of the work that he or she performs, and Line Management is responsible for the quality of work performed in their




organization. This is true whether your job is in basic research, mission support, or performing any of the thousands of tasks done every day at Argonne.

If you identify issues or problems that are contrary to your division QA requirements or Argonne's QA program, it is your responsibility to notify your supervisor so the issue or problem will be addressed.

What is Quality Assurance?

Quality is meeting or exceeding the performance requirements and expectations of those for whom the work is done. We do this by effectively implementing our Quality Assurance (QA) program.

The QA program provides the framework and tools we use to ensure that the desired quality will be achieved. Our QA program addresses organizational structure and reporting relationships, training, procurement, design efforts, assessments and other areas which support the successful completion of Argonne's missions. Our goal at Argonne is to meet the needs of those who support our work; comply with all applicable laws, regulations, DOE Directives, codes and standards; safeguard the health and safety of Argonne employees and the public; and protect the environment.

QA program at Argonne

Argonne's QA program is described in the Quality Assurance Program Plan (QAPP). As a multi-purpose Laboratory, Argonne needs to consider a variety of requirements. The program is organized to be responsive to DOE Order 414.1D, "Quality Assurance", and 10 CFR 830 Subpart A, "Quality Assurance." Argonne's QAPP contains ten criteria which define the framework for the Argonne QA program. Argonne’s QA program is accredited to the internationally recognized quality management system standard, ISO 9001:2015. The scope of the Quality Management System is in the area of Mission Support. Argonne’s nuclear operations are responsive to ASME NQA-1 (The American Society of Mechanical Engineers - Quality Assurance Requirements for Nuclear Facility Applications). They are required to develop additional quality plans that augment the Laboratory’s QAPP and address the more rigorous requirements of ASME NQA-1.

A QA Representative (QAR) has been appointed within each division or program to support the division in implementing QA requirements. The QAR is available to assist you in understanding the QA requirements associated with your assignment. The QAR will introduce you to the QA requirements and identify any additional training you may need.

How does quality assurance apply to my assignment?

Whether you are a researcher, an engineer, administrative support, or a fireman, quality should be integrated into every task you do during the day, and you should be thinking about ways to improve the quality of your work.

Ask yourself:

Is this task done in a manner which meets the requirements of the sponsor or customer of your work?

Does this task comply with relevant requirements?




Is the work being completed as defined within approved procedures?

If any of these statements raises a question in your mind, there may be an opportunity for improvement.

Nonconformity

Nonconformity is defined as a “non-fulfillment of a requirement”. [Source: ISO 9000:2015]

LMS-PROC-3 establishes the process for identifying, reporting, and controlling quality issues involving products and services that do not meet established requirements.

LMS-PROC-3 applies this definition to the following conditions:

Newly received items and services ordered through the Argonne PARIS, AMOS or Service Request Process.

Existing items and services. Work processes - a failure to follow a prescribed procedure, inadequacy in a prescribed process

that can result in a nonconforming end product, or creates a hazardous condition. Contracted services - a nonconforming condition occurs anytime there is a departure from the

procurement requirements or technical specifications for contracted service.

Nonconforming Products

Representative examples of nonconforming products may include:

During receipt inspection, and item or service is found to not comply with procurement of standard requirements.

A work planning and control document doesn’t adequately detail mitigations to a cited hazard.

An item is found to be damaged during the shipment. An electrical component is found to be improperly labeled as meeting a specified Standard;

for example, an item is missing certification label from a Nationally Recognized Testing Laboratory (NRTL).

Nonconforming Services

A supplier that fails to follow prescriptive work planning and control or job safety analysis during the execution of their duties.

Nonconforming Processes

Representative examples of nonconforming processes may include:

The storage of chemicals is defined in a work control document, but experience shows that the specified container is incompatible for this specific chemical.

A work control document lists the wrong revision of a procedure/process document.


https://docs.anl.gov/main/groups/intranet/@shared/@lms/documents/procedure/lms-proc-3.pdf



Overview of LMS-PROC-3

Who does LMS-PROC-3 apply to?

LMS-PROC-3 applies to any employee that identifies a potential nonconforming product, contract service, or condition.

What is the importance of LMS-PROC-3?

It is important to have objective evidence (e.g., records) to demonstrate how work was actually performed. LMS-PROC-3 provides a systematic means to document deviations from requirements and unplanned changes. We assess the potential or real impact of the changes to requirements and consider how to preclude the condition that resulted in the deviation from re-occurring. A nonconforming process is required by DOE Order 414.1D and ISO 9001, as an important element of continual improvement.

What is the role of the division Quality Assurance Representative (QAR)?

The QAR's role is defined on the Argonne Roles, Responsibilities, Accountabilities and Authorities (R2A2) site.

Security


• Operating a motor vehicle at Argonne • Hosting foreign visitors • Security incidents and reporting requirements

Operating a Motor Vehicle at Argonne

Everyone operating a motor vehicle onsite must adhere to all Illinois Rules of the Road, such as carrying their driver's license, insurance card, wearing seat belts, etc. The Illinois traffic law is enforced by the Protective Force officers at Argonne. Illinois Law/ Rules of the Road — and Argonne policy — requires drivers to make a complete stop at all stop signs. A complete stop is defined as a complete cessation from movement. If it is a multi-way stop sign, wait your turn. If the stop sign is hand-held, stop until an authorized person or construction zone flagger signals that it is safe to proceed.

Drivers must yield the right-of-way to approaching traffic and emergency vehicles. When passing bicycles or pedestrians, create a safe separation distance of at least 3 feet. When approaching traffic prevents the proper separation distance, wait for obstructing traffic to pass.

Pedestrians in, or at the edge of established crosswalks, have the right-of-way. Drivers must stop for pedestrians in any crosswalk.


https://docs.anl.gov/lms/r2a2/103381

https://docs.anl.gov/lms/r2a2/103381

http://www.cyberdriveillinois.com/publications/pdf_publications/dsd_a112.pdf



Use of cellular/mobile phones is strictly prohibited when you are driving on site. That means no texting, no phone calls — even with hand free equipment — and no emailing with smartphones.

All individuals riding a motorcycle or motor-driven cycle, moped, scooter, roller skates, roller skis, skateboards or bicycle on site must wear a helmet. All helmets must be certified by the applicable agency.

For more information on Traffic Safety, see LMS-POL-6.

Hosting Foreign Visitors

In accordance with DOE O 142.3A, approval must be obtained for all foreign nationals prior to accessing DOE-owned or leased sites, information, technologies or equipment. To host a foreign national, you must:

Be an Argonne employee or US sub-contractor Ensure the access is needed to support DOE program objectives and/or US national interests Be current with SCD100: Foreign National Unclassified Visits and Assignments Host Briefing Coordinate with your division Foreign Assignment/Visit Request system (FAVOR) representative

to arrange for an ANL-593 to be submitted, and receive an approved ANL-593

NOTE: Foreign nationals must have an approved ANL-593 in FAVOR before Argonne employees can conduct interviews (whether onsite/offsite and regardless of in-person or virtual – e.g. phone, skype, Blue Jeans).

Prior to access being granted, the appropriate immigration and naturalization documentation must be presented. Failure to provide the appropriate in-status documentation will result in a delay in gaining access.

Access is prohibited for any foreign national who does not have an active, approved ANL-593 on file.

The Quick Reference Guide for FAVOR Users will assist you in answering frequently asked questions regarding foreign nationals requesting access to Argonne.

To learn more about your responsibilities, visit the Foreign Visits & Assignments website.

Security Incidents and Reporting Requirements

Security incidents include a range of possible actions, inactions, or events that:

• Pose threats to national security interests and/or departmental assets; • Create potentially serious or dangerous security situations; • Have a significant effect on the Safeguards & Security (S&S) Program’s capability to protect DOE

S&S interests; • Indicate the failure to adhere to security procedures; or • Illustrate that the system is not functioning as designed by identifying and/or mitigating

potential threats (e.g., detecting suspicious activity, hostile acts, etc.).



https://www.wbt.anl.gov/CourseContent.asp?COURSENO=SCD100


http://inside.anl.gov/services/foreign-visits-assignments



Subcategories

Incidents of security concern can occur in the following subcategories:

• Information security (Classified Matter Protection and Control - CMPC and National Security Systems - NSS)

• Nuclear material control and accountability (MC&A) • Personnel security • Physical protection • Protective force

When do I report a potential/actual incident?

Any person who observes, finds, or has knowledge or information about a potential incident of security concern must immediately report this information.

Loss, mishandling, compromise, unauthorized disclosure, and unaccounted-for classified matter shall be handled according to applicable DOE orders.

Upon discovery or notification, immediately contact one of the individuals listed below. This notification must be direct phone contact, not a message left on voice mail.

Security Programs Manager Sandy Schroeder Office (630) 252-4888 Cell (815) 482-0954

Deputy Division Director Pete Spizzirri Office (630) 252-6252 Cell (630) 362-2327

Facility Security Officer Kim Mandekich Office (630) 252-9600 Cell (630) 863-3053

If no contact can be made with the above personnel, contact the Protective Force at (630) 252-5731.

Records Management


• What constitutes a record • Retention of records




Records

Argonne is required by our Prime Contract with DOE (specifically DOE Order 243.1) to conduct a records management program.

This means we are to manage all data or records we create, receive and maintain for the government.

Basically, we are to retain records in accordance with the National Archives and Records Administration (NARA) – approved records disposition schedules. The length of time a record is to be retained depends on the content of the record, such as payroll records, environmental records, research and development (R & D) records, etc.

A copy of the schedules can be found here.

For additional information, contact your Division Records Coordinator (DRC) or the Manager of Argonne Records Services.

What is a record?

1. All books, papers, maps, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an agency of the U.S. government under federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the government or because of the informational value of the data in them.

2. Briefly, a record documents evidence of an activity that your division or group does.

What records must I retain?

• Records specified in Argonne policies and procedures, such as LMS PROCs. • Records required by the sponsor of research, Research, Development, and Engineering (RD&E)

work or by regulatory agencies. • Records required by the Department of Energy records retention schedules, and managed via

the Quality Assurance Program Plan (QAPP) and implementing procedures. • Other documents or data that document business activities and decisions.

You may be keeping duplicate or convenience copies of records, just for your own information. An example might be a copy of your salary history or an ANL-88 (Local Travel Reimbursement form) you completed. These are NOT records you must retain since the division or group that is responsible for them is responsible for maintaining them, not you. For salary histories, that would be Payroll, and for ANL-88, that would be Office of the Chief Financial Officer (OCF).

We encourage you to dispose of convenience copies as soon as you no longer need them.


http://energy.gov/cio/guidance/records-management/disposition-schedules



What are active and inactive records?

• Active records – those records referred to frequently and therefore needed at one’s fingertips. Usually kept in your area.

• Inactive records – those records referred to less frequently, but required to be retained, usually by the Records Retention Schedule governing the organization. Usually, these records are sent to an off-site storage by your Division Records Coordinator (DRC).

What about electronic or digital records?

1. There are two characteristics of records that need to be considered. 2. The format or medium of a record refers to the physical substance or storage material on which the

information is recorded, such as paper, digital, film, video, etc. 3. The content refers to the type of information that is in the record, what the record is about, its

subject matter or topic.

So the retention of electronic or digital records depends on the content in the record, not its format or medium. Electronic or digital records should be kept for the same amount of time as if it were a paper record.

Often people ask “How long does an email need to be retained?” Email is an example of the format or medium a record may be. However, the retention of a record depends on the content or subject of email. If an email is used to document an activity or decision, then it is a record.

Email should be managed by either creating a folder in Outlook for emails regarding a particular subject or type of record, or by printing emails and creating a paper folder for that subject or type of record.

Argonne maintains only one copy of a record, regardless of format or medium.

The length of time a record is retained depends on its content, not its format or medium.

Can I just keep all records forever?

It’s not a good business practice to keep all records “forever.” And it’s not allowed by Argonne’s contract.

Procurement and Shipping

The following pages will present you with information on the:

• General procurement process • Inner container preparation




General Procurement

At Argonne, products and services are available from the following sources.

Stores

A catalog listing of all materials stocked by the Laboratory is available by calling the Customer Service section of the Procurement Department or through the Inventory function in Workday.

Consult your own division office regarding authorization to requisition materials through Stores.

Service requests

Contact individual service centers.

Excess property

Prior to purchasing any equipment, the Department of Energy Asset Disposal System is available at EADS.

Purchase requisitions for excess property must be processed through PARIS with required approval by an individual with signature authority for the actual "cost" to the Laboratory.

The total acquisition cost of excess property is usually limited to the cost of handling and transportation. Procurement personnel will issue a purchase order to cover transportation costs.

AMOS purchase system

AMOS is Argonne's "just-in-time" ordering system. The material available through AMOS is of commercial grade and quality available to the Laboratory through the normal commercial supply chain.

If there is a need for ANY special certifications and/or quality assurance requirements, AMOS is NOT the appropriate procurement method. The vast majority of commercial supply items, including office supplies, lab supplies, safety supplies, electrical supplies, etc. are purchased by the Laboratory under multi-year fixed-price, indefinite quantity contracts.




AMOS authorization

Access to enter a Material Request (MR) through the AMOS system is available through Inside Argonne (Applications). Commonly used "stock items" available from AMOS suppliers are normally delivered to the Laboratory within 48 hours.

AMOS suppliers will usually deliver "non-stock" materials to the Laboratory within 10 work days.

NOTE: A complete generic listing of materials and AMOS suppliers is maintained on the Procurement Department website.

Contract with an outside supplier - authorization and processing of request

For authorization to order supplies and/or services through the Procurement Department, contact your division office.

Processing a request through the Procurement Department requires the use of an ANL 451 form, "Purchase Requisition" which is completed in PARIS, the Laboratory's online requisitioning system.

Remember, for more complex requirements, advance planning with the Procurement Department is recommended. This added cooperative planning will assist in expediting the award.

For additional information on the procurement process at Argonne, Computer-Based Training Course, PRO200 "Supply Chain Process" is highly recommended.

Inner Container Preparation

You may be asked to prepare or coordinate shipping of research samples, materials or equipment as part of your job. These activities may be subject to the U.S. Department of Transportation, International Civil Aviation Organization (ICAO) and the International Air Transport Association (IATA) rules. This includes filling of receptacles that contain samples, providing the correct Material Safety Data Sheet/Safety Data Sheet for a material, or placing batteries correctly into equipment.

Please Note: Packages containing radioactive material must be coordinated with the Materials Control and Accountability group at 2-6786 or 2-7388.

While the shipping department handles the vast majority of compliance with these regulations, your part in the process is just as important. For materials or equipment that can’t be repackaged, your work is the first part of the overall compliance process.

Sample material identification In order to select the appropriate packaging for your chemical, you must know the characteristics of the materials you are preparing. This information can be found in a Material Safety Data Sheet (MSDS) or a Safety Data Sheet (SDS), which replaced the MSDS on June 1, 2015. The correct SDS must accompany each material being shipped off site.


https://apps.inside.anl.gov/que/public/item/WBT/PRO200/splash



In order for the shipping department to correctly package any material, you must be sure to mark containers or equipment so they can be identified and matched to the correct SDS.

Selecting a container Before filling a receptacle you want to ship with a sample or material, you must be sure that you are choosing one that will withstand the conditions in an aircraft cargo hold. This includes withstanding the extreme variation of pressure from altitude (95 kPa) and temperature ranges (regardless of season). Temperature from -40 F to 140 F are encountered by air and ground transport in the United States and internationally.

For new inner containers, you must choose a receptacle and a cap or closure that is provided by the container’s manufacturer. Securely tighten, tape, or seal the cap or closure to prevent it from loosening. The receptacle and cap or closure must also be compatible with the material to ensure that no chemical or galvanic reaction will occur. Materials in their original receptacle, with their original cap and closure, may be shipped in that original container. Keep in mind that the fill requirements below have to be met, and the cap or closure has to be securely tightened, taped, or sealed to prevent loosening.

Inner containers must be obtained through AMOS or PARIS, and documentation must be provided by the supplier to ensure it meets these requirements. If the receptacle you use can't be verified as complying with the regulations, your shipment will be delayed. Prior to filling, the inner container must be inspected to ensure that the container and its closures are in proper condition to contain the materials inside.

Please Note: If a product needs to meet certain specifications (i.e., container can only be made of 304L stainless steel, product comes with material or testing certification) or has to meet Argonne Quality Assurance requirements, then AMOS is not the appropriate procurement method.

Contact the shipping department for specific help in determining inner container specifications.

Filling and closing your container When filling inner containers, sufficient ullage (headspace) must be left to ensure no leakage or permanent distortion of the container will occur during transportation from expansion resulting from pressure or temperature changes. To comply with these requirements, the Argonne policy is that containers are not filled greater than 80% of their volume capacity. Prior to transfer to Building 46 for shipment, you must securely close the container and tape the cap or closure.

Note: Once closed, the inner container will not be reopened by shipping personnel during inspection to ensure that the inner container is properly closed and secured with no leakage or loss of your material. After a thorough review of the material and the inner container has been completed by shipping personnel, the inner container will be packaged in outer packaging meeting DOT requirements or best practices.

Getting your materials to building 46

Follow LMS-PROC-202 to transfer your material to building 46 for review and additional preparation for shipping.





Make sure that all shipment documentation (including SDSs) accompanies the movement of the material to building 46. Examine all filled containers to identify and mitigate any leaks, and remove any residue from the outside of each container. Any inner containers found to be leaking at building 46 will be returned to you, which may delay your shipment. Contact the shipping department if you have any questions prior to movement.

Safety and security In line with Argonne's security posture, refrain from discussing details of any proposed transfer/shipment with personnel who do not have the need to know.

Be aware that you may be contacted by Argonne emergency management personnel if an incident involving your shipment during transportation occurs.

Annual Notice

The following notice is required to be presented to you on an annual basis:

• Continuing health studies


https://www.eshtraining.anl.gov/courses/ESH1000/pdf/ContinuingHealthStudies.pdf