Chapter

Section

Modifications

Table of Contents

- Add new Shortcut link to the JCMT & UKIRT earthquake checklists

- Where appropriate, replace PPARC references with STFC throughout the Safety Manual  (Chapters 1  and 9)

1

Introduction

A.1.2 & 9

JAC Site Safety Policy:

- replace reference to PPARC with STFC

- item #9 – add to end of last sentence (ref : ACTION 58-1-07: SCC):

(Note: Hawaii State law defines a partially enclosed area as any area with a roof and two or more walls)

- MKD to update the policy with these changes for the Director’s approval (ref: ACTION 58-1-08: MKD) (Approved and signed by the Director on 29-Nov-07 & posted on the JAC Safety Notice board)
 

2

Occupant Emergency Plans & Equipment Locations- Hilo Only

E.2.

14-Dec-07:
 Reference to magnitudes removed as per
 agreement between SCC & RPT

 Add new: Post Earthquake procedures (ref: ACTION 56-2-07: SCC)

2. Procedures

During an earthquake:

·         Remain calm.

·         Move away from loose objects, bookshelves and windows.

·         Get next to something incompressible, e.g. full filing cabinet

 Post Earthquake

There are several post earthquake responses to earthquakes based on severity at the site. In the event of an earthquake that is large enough to cause concern, e.g. the UKIRT shear pins break, obvious signs (or sounds) of damage, hazardous situations or any other source, the TSS/WL shall consult the Site Safety Advisor to agree the course of action based on an assessment of the severity. Following approval of the Site Safety Advisor, the TSS/WL shall only attempt those activities allowed and that they deem safe to perform, including building entry.
 

a.       Immediate Response:

i.         Minor-light (magnitude 1-4.9):

If in doubt, treat earthquake as moderate until told otherwise. Recover from earthquake and report any damage to designated official/TSS/WL.  Contact Site Safety Advisor and receive authorization to begin recovery. The telescope post earthquake checklists shall be completed before recommencing operations.

ii.       Moderate (magnitude 5-5.9): 

If in doubt, treat earthquake as serious until told otherwise. Follow appropriate building fire procedure and follow instructions of designated official/TSS/WL. Contact the Site Safety Advisor and receive authorization to begin recovery. The telescope post earthquake checklists shall be completed before recommencing operations.

iii.      Serious (magnitude 6-6.9):

If in doubt, treat earthquake as major until told otherwise. Evacuate building in accordance with fire procedure. Do not re-enter building. Report any damage observed to designated official/TSS/WL.

iv.      Major (magnitude 7+):

Evacuate building in accordance with fire procedure. Do not re-enter building. Report any damage observed to designated official/TSS/WL.

Under no circumstances shall any employee or visitor re-enter the building without proper authorization following a moderate or worse earthquake.

b.      Earthquake recovery (magnitude 6+)   Recovery after a serious or worse earthquake:

i.         The facility shall not be accessed before an inspection by an engineering team

ii.       An engineering team shall be mobilized as soon as practical. This shall be organized on similar lines to the snow clearance team. Note: Island infrastructure damage may significantly delay this response.

iii.      A team leader shall be appointed. The team leader shall be in charge at all times and all staff and visitors regardless of seniority, shall comply with his/her instructions.

iv.      This team shall inspect the external structure of the facility and determine the safety of re-entering the building.

v.       If there is any doubt about the structural integrity entry shall be prohibited until it is deemed safe (external construction experts may be required.)

vi.      The team leader shall obtain approval of the Site Safety Advisor before entering the facility.

vii.    When the team are confident it is safe to re-enter, the team alone shall enter the building and make appropriate inspections and if necessary repairs.

viii.   If the team deems it safe for a clean up operation, the building shall be re-opened to authorized staff and visitors.

ix.      Once the team is satisfied that the building is suitable to begin operations, the team leader will inform the Designated Official and  on-site responsibility will pass back to the TSS/WL..

x.       The designated official/TSS/WL shall contact the Site Safety Advisor and receive authorization to begin recovery.

xi.      Telescope post earthquake checklists shall be completed before recommencing operations.

9

Mauna Kea Safety Policies – General

B.1

Spell out HP then parenthesis: Hale Pohaku (HP)

9

C.3.a.i

1^st and 3^rd bullets: update to reflect changes in authorities  (reference ACTION 58-2-01)
1^st bullet:  If the JCMT has been closed overnight due to bad weather  then the nightshift TSS and the dayshift JCMT TSS and if possible the UKIRT TSS shall meet at HP around 6:30a.m.  and drive to JCMT, if possible. Use a vehicle with studded tires or fit chains as directed by MKSS.

3^rd bullet:  The information gained by this survey shall be relayed to the Site Safety Advisor, or the designated snow crew leader, if neither are contactable then contact the JCMT Scheduler Head of Operations at the Hilo Office (during normal work hours) or at their residence (after hours), before 7:30 a.m.

9

C.3.b.i

Add Facility Maintenance Manager to sentence:

i. Establish and maintain regular contact with the Facility Maintenance Manager and Snow Crew Leader regardless of the time as well as with other facilities on Mauna Kea.

 9

C.3.b.iii

1^st bullet, last sentence: change for clarity (reference ACTION 58-2-01)

- JCMT-Position the carousel such that the roof support gantry is diametrically opposite the main entrance (telescope pointing toward UKIRT in the parked position at an azimuth of about 93 degrees). Check to see if main shutter doors are secured. Ensure that the main shutter doors are closed and secured.

9

C.3.b.iv

Add Facility Maintenance Manager to last sentence:

On arrival at Hale Pohaku staff shall contact the Facility Maintenance Manager, Site Safety Advisor, or the snow crew leader.

9

C.3.b.v

Add road conditions with reference to the link:

Send email to road conditions: (see address in JAC Eyes only)

9

E.3.a

This section rewritten as follows: to reflect change in sunglasses allowance. ACTION 58-1-09: SP

3. Procedures

    a. Sunglasses

        i.  It is recommended that anyone driving or working outside in the

           daytime on the summit should wear UV protective glasses;

       ii. Subject to the approval of the Site Safety Advisor, staff who

          require UV protective glasses (and who do not already own a suitable

         pair) may claim a contribution towards the cost as follows:

            -  Non-prescription UV blocking sunglasses an allowance of up to

               $60 towards the total cost;

            -  Prescription UV blocking sunglasses the actual, reasonable

               costs of prescription lenses plus an allowance of up to $60

               towards the cost of the frames.

        In both cases, an itemised receipt for the purchase of the sunglasses

        is required.

   iii. Should the eyewear require replacement, the allowances may be

      repeated with the approval of the Site Safety Advisor.

ii. Staff may claim an allowance of $35 for the purchase of non-prescription UV blocking sunglasses. Prescription eyewear for this purpose will be provided with the approval of the Site Safety Advisor. Should the eyewear require replacement, the allowance may be repeated with the approval of the Site Safety Advisor.

9

G.1

2^nd sentence: remove Hale Pohaku and keep HP:

This dictates that workers on Mauna Kea (MK) - especially newcomers - shall acclimatize cautiously and not proceed above Hale Pohaku HP if feeling unwell.

9

G.2.a.ii

Change ‘may’ to shall: No more than 14 hours may shall be spent above HP in any 24-hour period.

9

G.2.b

Change ‘PPARC’ to STFC: 

b. PPARC STFC Staff

All PPARC STFC employees, whether JAC staff or visitors, must have completed a high altitude physical exam prior to traveling above HP. PPARC STFC employees are specifically prohibited from traveling above HP having only signed a medical disclaimer. This is a PPARC STFC requirement to which there are no exceptions.

9

G.2.c.ii

Change ‘may’ to shall: No more than 14 hours may shall be spent above HP in any 24-hour period.

9

K.2.d.v

Add “vehicle”  to 1^st sentence:

All minor and major vehicle problems must be reported via email to “vehicle”  (see address in JAC Eyes Only).

K.3.a.i

Add “see address in JAC Eyes Only” to sentence & link:

All minor and major vehicle problems must be reported via email to “vehicle”  (see address in JAC Eyes Only).

9

K.3.b.ii

Driving Procedures: Revise the paragraph to reflect the need for all drivers, including those who have experience of driving on MK, to receive a briefing on the specifics of using JAC vehicles. (ref: ACTION 58-2-02: SP)

Was:

ii. Staff and visitors who have never driven on the MK summit road must drive at least one round-trip carrying an experienced driver as a passenger before driving alone. The experienced driver must explain all of the points on the driver’s checklist in Addendum 8 and the new driver should keep a copy for reference. If new drivers wish to be driven a short distance before they make the accompanied drive, that wish shall be accommodated. 

Revision:

ii. Staff and visitors who have never driven JAC vehicles on the MK summit road must drive at least one round-trip carrying an experienced driver as a passenger before driving alone. The experienced driver must explain all of the points on the driver’s checklist in Addendum 8 and the new driver should keep a copy for reference.  This requirement must be repeated on every occasion where there is a period of more than 12 months between drives on the MK summit road.  If new drivers wish to be driven a short distance before they make the accompanied drive, that wish shall be accommodated. 

9

K.3.c.ii

Change “rear cargo area” to vehicle: All 4-wheel drive vehicles have snow chains stored in the rear cargo area vehicle.

9

K.4.a.ix

Change reference to reflect 2-blankets: emergency blankets – located both in the glove compartment and rear storage box

9

K.4.a.xiii

Add new bullet under: (ref: ACTION 58-1-01: MKD)

1. All vehicles are fitted with:
13. Vehicle information booklet:

-     Summit fire policy/responsibilities/re-entry procedures

9

K.4.a.xiii / K.5

1^st bullet / 1^st sentence: change “cellular” to satellite phone

9

K.4.b.x

Remove “De-icer” from list (note: de-icer is no longer located in JAC vehicles)

9

K.4.c

- Change “Cellular” to Satellite phones

- Update note accordingly

Satellite phones shall be used for emergencies only.

Cellular telephones shall be left turned on while the vehicle is in use. Telephones shall be used for official business only; within the Mauna Kea Science Reserve, usage shall be restricted to emergency situations in order to reduce possible radio frequency interference with observatory operations.

10

MK Safety Policies: JCMT and UKIRT

C.1

3^rd paragraph – add to end of last sentence: /normal weather conditions.

A person holding only a restricted certification may not act as a TSS at any time other than normal observing/normal weather conditions.

10

C.2.b.vii

Change sentence as follows:

vii. Under normal weather conditions the dome shutters or doors and roof may be opened by any person who has received the appropriate training to operate them.  qualified person.  The Site Safety Advisor shall determine the qualifications required for normal door and roof operation.

10

C.2.b.viii

Confirmed that JCMT Head of Operations and Associate Director UKIRT are responsible for determining the qualificaitons required for operating their respective telescopes. (reference ACTION 58-2-01)

10

C.3.Purpose

Change 4^th sentence:

Supervisors and employees also have a role to play as set out in the this Safety manual Section 1B and C.

10

C.3  Remote Equipment Operation Procedures

Add  new procedure clause to include the role of a Remote Operations Work Leader (RWL) (reference: ACTION 58-1-10: MHP)

REMOTE EQUIPMENT OPERATION SAFETY PROCEDURES

The following procedures are being implemented to minimize the risk of injury to staff or damage to equipment when observatory systems are remotely operated. It is applicable to the remote operation of any UKIRT or JCMT system or software, which operates or has the potential to operate a mechanical system. Remote operations are approved and coordinated by the Work Leader (WL), or in their absence the Remote Operations Work Leader (RWL). The WL is the person of authority but will coordinate with the RWL, e.g. the WL notifies the RWL of their arrival and departure. The RWL main purpose is to approve and coordinate remote equipment operations when the appointed WL is not at the telescope facility, e.g. in route from Hilo or HP.

 Procedures:

a.       Check the daywork schedule and identify the WL.

b.      Call the summit facility at which you want to operate the system.

c.       Obtain the WL's permission to remotely operate the system. The WL may need to consult other daywork staff before granting permission.

d.       If nobody answers the phone at the facility, contact the RWL.

e.       Obtain the RWL's permission to remotely operate the system. The RWL may need to contact/consult the WL before granting permission.

f.        If the RWL grants permission to operate a system, he/she shall send out an email as follows:

·         Subject:  <telescope> Daywork Notice: <work to be done>

·         To: <telescope>_ops, <the person who maintains the daywork list, normally m.dougherty>

·         Contents:  whatever is necessary to clarify the daywork to be done and that this was authorized by the RWL

g.       Upon arrival to the telescope the WL shall contact the telescope RWL to see if any remote equipment operations were granted. The WL shall write the RWL approved remote system work into the daywork log along with any other remote system work granted by himself.

h.       If there is a WL (and RWL) identified and neither can be contacted then the system cannot be operated.

i.         If there is no WL or RWL identified (e.g. on weekends or holidays) systems may be operated remotely after verifying by phone that there is nobody at the telescope and sending out a daywork notice by email.

10

D.2.1

MKD to confirm if “Head of JCMT Operations” should be changed to Associate Director JCMT (Confirmed that Head of JCMT Operations should remain. However, the title was corrected title to read JCMT Head of Operations)

10

D.2.4

Remove “before exiting the building” at end of sentence:

4. All doors to facility have been checked to be securely locked before exiting the building.

10

D.5.b&c

Following exchange & discussion it was decided to make windspeeds consistent for both ETS and observing (reference ACTION 58-2-01) Thus, combine b & c and re-alphabetize:

2. During observing runs, the TSS shall evacuate the telescope if the JCMT wind speed reaches 60 mph, unless there are compelling reasons not to do so, and the situation shall then be monitored from HP.
 
3. During engineering work The TSS/WL shall evacuate the telescope if the wind reaches 70  60 mph, unless there are compelling reasons not to do so. The situation shall then be monitored from HP.
 

10

D.6

3^rd bullet – change sentence:

- Apron (you though work shall not start on the apron until you have minimized the ice fall hazard from the gantry has been minimized)

10

D.7.b.iv & v.Table

Change spelling to ‘centre’

MKD to do global search and change ‘center’ to ‘centre’ (confirmed with SCC)

10

D.7.c.i.

Add wording:

i. Before accessing the JCMT catwalk, a wind speed assessment must be made of the wind speed, the presence of ice or snow on the apron, and the presence of ice on the gantry and roof above the apron.

10

D.7.d Table

Change wording from “Fenced” to Gated area

10

D.8.e

5^th bullet – change sentence:

- Fall restraint lanyards. These come in various lengths and  The 3-foot lanyards shall be used on the carousel apron.

10

D.8.f

Last sentence – change ‘middle’ to centre:

It may not be necessary to wear them on the middle centre roof panel, but this is left to the discretion of the staff concerned

10

D.9 & E.4.

Add earthquake response procedures to sections D.9 (JCMT) & E.4 (UKIRT) (ref:  ACTION 56-2-07: SCC)

Delete:

Immediately contact the Site Safety Advisor or Designated Official.

Warning: no attempt shall be made to operate the telescope until these checks have been carried out by a competent person and the Site Safety Advisor has approved any operations.

The following checks are to be carried out after all earthquakes.

Replace with:

10

D.9.C.

Add new bullet: 

- Check the Closed Cycle Cooler coolant lines for leaks

10

D.13.a.

Change the number of emergency stop buttons from ‘22’ to 21 & reference in 3^rd bullet accordingly:

1. There are 22 21 emergency stop buttons for the Carousel Azimuth Drive and Antenna Drive

-    3 on the Control Room level near columns (1 each located: near the Starlift UPS batteries, near the Carousel Electrical Mains Switch-gear Unit, Computer Room, UPS)

10

D.14.a.

Change the number of emergency stop buttons from ‘10’ to 9 & reference in 3^rd bullet accordingly:

1. There are 10 9 emergency stop buttons, which in addition to stopping the Carousel Azimuth Drive and Antenna Drive, also stop the carousel roof shutters and main doors.

-     3 on the Control Room level near columns (1 each located: near the Starlift UPS batteries, near the Carousel Electrical Mains Switch-gear Unit, Computer Room, UPS)

10

E.2. new a.

Add new ‘a.’ and re-alphabetize:

1. All exit doors must be cleared of snow and ice before occupying the building.

10

E.5.a. & b.

1. During observing runs, the TSS shall evacuate the telescope if the summit wind speed reaches 70 mph (steady) or 80 mph (gusting), unless there are compelling reasons not to do so, and the situation shall then be monitored from HP.
 
2. During engineering work The TSS/WL may decide to stay in higher winds but shall in any case evacuate the telescope at summit wind speeds of 80  70 mph (steady) or 90  80 mph (gusting), unless there are compelling reasons not to do so. The situation shall then be monitored from HP.

10

E.6.b.i

Add reference/link to Chapter 13, Appendix 4:

i.         The dome drive and shutter must be locked-out (see Chapter 13, Appendix 4)

10

E.7

Change wording to read:

7. Telescope Pre-observing Checks

Before observing starts, the TSS shall make a check as far as is reasonable, that no work carried out during the day has inadvertently created or left behind hazards such as tools in the path of moving parts of the dome and telescope.

This shall include checking observation floor for any obstructions which may foul telescope, e.g. ladders, boxes, or equipment.

Before the telescope is used the Telescope System Specialist (TSS) must check the following:

·         Check that no loose equipment or tools have been left on the instruments or instrument mounting platforms (IMP).

·         Check observation floor for any obstructions which may foul telescope, e.g. ladders, boxes, or equipment.

10

E.12.e

Replace ‘will’ with shall  throughout this section

11

Occupant Emergency Plans & Equipment Location

JCMT & UKIRT

B.5.c

Change reference to Human Resource Manager from ‘Ian Midson’ to Michele Mukley.

C.3

2^nd bullet: change location of MKSS’s first aid kit at HP from ‘Main lobby under stairs’ to Food and Lodging Manager’s office

11

  I  

Fix link to password protected Admin Vehicle Operation page

11

P.3

Change UKIRT emergency assembly area from ‘summit lunch hut’ toUH 88 entrance

Chapter 12

Electrical Safety Policy

Note: EGS and TCC had been asked to review this chapter

Addendum 1

List of Post Holders

Change references to Human Resource Manager and Building warden, Phase 1 lower:  from ‘Ian Midson’ to M.L. Mukley.

Addendum 5

JAC Safety Summary Sheet

Fire

2^nd sentence – change ‘right place’ to emergency assembly area:

If you hear the fire alarm, evacuate the building and convene outside. Follow JAC staff to the right place emergency assembly area. If you find a fire:…

Addendum 8

Mauna Kea Vehicle Procedures Checklist

Driving/Vehicle Procedures

Item #13: change:

from: “How to operate cellular phone”

to: How to operate satellite phone

Addendum  9

Mauna Kea Winter Policies & Procedures

Replace with updated version received from MKSS, 20-November-07

Safety Manual Phone Numbers

JAC Eyes Only

Reference to Chapter 11 Section B4, Other Numbers: change Human Resource Manager reference from ‘Ian Midson’ to Michele Mulkey

Front Cover

Hardcopies only

Change reference to the UKIRT fire assembly area

from: ‘to the lunch hut between UKIRT and the UH 88” telescope’

to: to the UH 88” telescope entrance

Back Cover

Important Phone numbers

Hardcopies only

Update Vehicles list:

1 – Altima: (new phone number)

4 – (no vehicle)

9 – (change from Trooper to X-Terra)