Working onsite

The safety of JLF users and staff is our number one priority. To ensure the operational safety and security of facility users and staff, LLNL and JLF have put in place a set of procedures and guidelines.

Badging

LLNL is a national security laboratory with regulated entry. The JLF administrator works with each visitor to submit a badge request. Prior to visiting LLNL, all visitors will need to pick up their badge at the Westgate Badge Office. While onsite, visitors must wear the badge conspicuously, between their neck and waist, at all times.

Participant registration procedure

To participate in any JLF activities, all users (both LLNL employees and non-LLNL employees) must be in compliance with LLNL’s safety regulations and procedures by completing the steps listed on this page. Hands on involvement with experiments cannot take place until users have completed all the necessary trainings and attended the required briefings.

Visiting users need to submit registration paperwork at least 6 weeks prior to the start of the experiment. Users who are not US citizens need to submit paperwork at least 60–90 days prior to the start of the experiment. This will allow time for the appropriate reviews and approvals to take place. Elaine Johnson (johnson330 [at] llnl.gov (johnson330[at]llnl[dot]gov)) is the main point of contact during this process.

To become a registered JLF user, all users must:

1. Complete the LTRAIN safety training modules: LLNL employees connected to the LLNL network via onsite access or VPN may access the training modules in LTRAIN. Otherwise, the training modules are available on the LLNL external training page.
   • CL0012-W Export Control: An online course is unavailable for users who are not LLNL employees. These users receive a PDF of the course and test from the JLF administrator.
   • EP1006-W Waste Management Overview
   • HS0016-W Site Access Safety and Security (for users who are not LLNL employees)
   • HS0018-W General Hazards Training      
   • HS0100-W ES&H Annual Briefing
   • HS5200-W Laser Safety
   • HS5203 Laser Safety of Conduct (in-person): LLNL employees should email seto [at] llnl.gov (seto[at]llnl[dot]gov) or Elaine Johnson (johnson330 [at] llnl.gov (johnson330[at]llnl[dot]gov)) to schedule the training. Users who are not LLNL employees will have the course scheduled for them.
   • HS4245-W Chemical Hazard Communications
   • HS4258-W Beryllium Awareness
   • HS4261-W Lead Awareness
   • HS4686-W Personal Protective Equipment (PPE)
   • HS5220-W Electrical Safety Awareness
   • HS6001-W General Employee Radiation Training
   • IS0030-W Work Planning & Control for the General Worker
   • PA0012-W Drug Free Workplace Training and Education
2. Attend a JLF policy briefing (1 hour) and a safety orientation (45 mins):
   • The policy briefing will be given by the JLF director (or representative) at the start of the experiment. The experiment’s principal investigator must attend the briefing in person. There will be a hybrid option for team members traveling to LLNL at a later date and unable to attend in person.
   • The safety orientation will be given to all participants when they arrive onsite by one of the JLF staff members.
3. Review the appropriate Work Control Documents (WCDs): A WCD is meant to mitigate the risk of hazards by outlining who is responsible for what work, what equipment is permitted, etc. Review WCD #102513 for Janus, Titan, and COMET experiments, as well as any other WCD specific to the experiment. LLNL employees can find WCDs by searching the associated document number in the Work Planning & Control tool. Users who do not have access to this tool may contact Christopher Hint at hint1 [at] llnl.gov (hint1[at]llnl[dot]gov) for a hard copy.
4. Fill out the JLF definition worksheet: The definition worksheet defines the parameters of the experiment, communicates needs and requests, and determine if JLF can meet those needs in a safe and secure manner.

User roles and responsibilities

It is the responsibility of all JLF users to know their role, understand their assigned tasks, be aware of the potential hazards associated with their experiment(s), and comply fully with all LLNL safety regulations and procedures.

JLF leadership roles

Users conducting research at JLF should know who oversees what around the facility. This section details some of the key roles that ensure the safety of the facility and its users.

Designated Team Leader (DTL):

• Each user experiment is coordinated and supervised by a DTL, who may also be the Principal Investigator (PI), or a designated Alternative DTL (Alt-DTL). The DTL or Alt-DTL will provide all necessary guidance and supervision to their experimental team and serve as the primary liaison between the experimental team and the JLF staff.
• In general, students do not serve as DTLs and cannot supervise other students.
• The DTL or the Alt-DTL ensures that the number of persons in the target area is kept to a minimum and that each member of the research team conducts themselves in a safe manner.
• The DTL or Alt-DTL ensures proper protective laser eyewear is worn continuously by all persons in the target area while the laser beam hazard is present. Any user not wearing the proper eyewear when a laser beam hazard is present will be removed from the facility.
• The DTL or Alt-DTL ensures all team members have the proper scientific/technical qualifications to perform their assigned tasks and team members who are not LLNL employees have been granted the appropriate status by LLNL.
• The DTL or Alt-DTL will communicate with the facility during the preparation and readiness review stage to ensure the experiment can be conducted safely and to inform the facility of the equipment required to perform the experiment.
• The DTL or Alt-DTL must ensure that the whole experimental team is added to the JLF Work Control Document for experimental operations. Contact Elaine Johnson at johnson330 [at] llnl.gov (johnson330[at]llnl[dot]gov) to add team members to this document.

Room Responsible Individual (RRI):

• The RRI is a JLF staff member assigned to the target area and who is knowledgeable of that particular area.
• The RRI works closely with the DTL.
• The RRI ensures that operations in the target area are safe and secure.
• The name of the RRI is listed on the entrance door of each target area.

Target Area Key Holder:

• Only the Target Area Key Holder may request high-power laser shots into the target areas. In general, the Key Holder will be the target area RRI or JLF staff member.
• In some cases, experienced users of Janus Target Area 1 (TA1) or COMET can take Target Area Key Holder training.
• All target areas must be evacuated before high-power shots are fired. The Key Holder is responsible for conducting a pre-shot sweep and enabling the shot.

Supervisors of students: To supervise students, scientists must have taken and passed the LTRAIN HS0075-W, "Student Safety Awareness for Supervisors" course. Supervisors of students may include:

• LLNL scientists and senior technicians with proper safety training, qualification in working with high-power lasers, appropriate work experience in the JLF, and approval by JLF Facility Operations.
• External scientists with proper safety training, qualification in working with high-power lasers, more than one month of appropriate work experience in the JLF, and approval by JLF Facility Operations.

Visitors who are not LLNL employees

All non-LLNL visitors will need to contact JLF Administrator Elaine Johnson at johnson330 [at] llnl.gov (johnson330[at]llnl[dot]gov) at least 90 days before the start of the experiment to ensure they can get access to LLNL and the facility.

Visiting scientists and professionals (VSP): The VSP program provides a means for accessing and engaging people with expert knowledge and/or skills that are a benefit to LLNS and the DOE/NNSA missions. Based on the recommendation and justification provided by the pertinent DTL, VSPs can be evaluated by the Laser Facility Operations Manager to qualify as supervisors for students.

Academic Cooperation Program (ACP): The program enables selected graduate or undergraduate students to participate in approved projects at LLNL in furtherance of the student's training, experience, and education. All ACPs are required to:

• Work under mandatory line-of-sight supervision as a General Worker as detailed in the LLNL Work Planning and Control Program (3.1.2.1) document. After completing the training requirements and receiving the proper approvals from the JLF Operations Team, ACPs can be evaluated by the Facility Operations Manager for unsupervised work. Contact Christopher Hint (hint1 [at] llnl.gov (hint1[at]llnl[dot]gov)) with any questions. 
• Have an external funding source, i.e., they cannot perform activities at LLNL without being compensated. When submitting requests for ACPs, an external funding source must be submitted with the request. External funding can be in the form of a stipend, fellowship, grant, employment, or special program funding (i.e., DOE, NNSA, etc.). Note: Receiving academic credit is not a substitute for external funding.

Foreign nationals (FN): FN investigators must have access to B174 and T1730 shown on their badge. Prior to their first intended visit to B174, FNs must notify Elaine Johnson (johnson330 [at] llnl.gov (johnson330[at]llnl[dot]gov)) of their presence.

Student visitors: Student visitors must work under line-of-sight supervision by the DTL, Alt-DTL, or a designated supervisor unless they have been granted an exemption by JLF Operations.

Hazard control

The target areas contain a variety of potentially hazardous ultraviolet, visible, and infrared lasers. Due to the complexity and scale of the laser beam paths, some beams are not enclosed. Other potential hazards in the target areas may include ionizing radiation, high voltage, inert gases, high pressure gases, possibility of fire, and mechanical and electrical failures.

To mitigate potential hazards, JLF relies on engineering and administrative controls (as outlined in the WCD in step 4 of the “participant registration procedure”), and the proper use of laser protective eyewear.

Guidance and advice on LLNL safety procedures and hazard control can be obtained from Christopher Hint (hint1 [at] llnl.gov (hint1[at]llnl[dot]gov)), Physical and Life Sciences Safety Operations Manager.

Note: JLF will provide approved safety eyewear. Users should not bring their own.

LLNL “Stop Work” policy

Anyone who is concerned with work safety can initiate a pause work or stop work.

• Anyone who feels unsafe or uncertain at any time should pause work and seek assistance from their DTL/supervisor or a member of the JLF team, only returning to work once they are confident they can do so safely.
• If someone is injured or if a mistake is made while working, stop work and notify the DTL/supervisor or a member of the JLF team, only resuming work once properly authorized.

Equipment regulations and repairs

All equipment entering B-174 must be Underwriters Laboratories (UL) approved or approved by the Electrical Authority Having Jurisdiction (AHJ).

Whenever onsite service or repair work is needed, a Procurement Work Control Document (PWCD) and possibly Work Control Document (WCD) must be completed, authorized, and released. A work level determination is required for service work in the Jupiter Laser Facility, even if there are no apparent hazards and even if there is a Procured Hazard Control Plan (PHCP) for service/repairs in another location.

To complete a work level determination for service work in the Jupiter Laser Facility, contact Christopher Hint at hint1 [at] llnl.gov (hint1[at]llnl[dot]gov) or (925-422-6923).

Notify Brent Stuart (stuart3 [at] llnl.gov (stuart3[at]llnl[dot]gov)) and Elaine Johnson (johnson330 [at] llnl.gov (johnson330[at]llnl[dot]gov)) whenever a visitor is to inspect, service, or repair equipment at JLF.

Computers and electronics

Non-U.S. government owned computers and electronic devices are permitted in the onsite Property Protected Areas (PPAs) and Limited Areas (LAs) unless otherwise posted. While onsite, please stay aware of and obey any posted signage regarding mobile devices, especially within LA buildings.

Important policies to remember:

• Personally owned devices may only connect to the LLNL-GUEST wireless network (internet access only).
• Personally owned devices are not allowed to connect to LLNL-owned equipment or other networks.
• Bluetooth and wireless headsets are not permitted in LA buildings.
• Non-U.S. government owned cameras and recording devices may be brought onsite but may not be used to take photos or videos—unless LLNL’s Security Organization has issued a Controlled Items Permit.

For additional questions about computers and electronics, contact LLNL’s Cyber Security Help Desk at csoc [at] llnl.gov (csoc[at]llnl[dot]gov).