[Casa] Fwd: Approval for Work over the holiday Shutdown

[Todd Satogata]

Hi folks,

Please see the below from Andrei about work over the holiday shutdown.
This is mainly about lab and technical work -- magnetron, heflow,
particulate counter, LDRD hardware, etc. As noted in Andrei's email,
office access during the shutdown is separate and can be addressed later.

Kevin, in your response please note the scope of work planned, whether
magnetron, heflow, or other things in the LERF.

Given the short turnaround, please send responses directly to Andrei
and CC: Mike, Evelyn, and me. Thanks!

                                                 -Todd

======================================================================
Todd Satogata
Director, Center for Advanced Studies of Accelerators
Jefferson Lab
12000 Jefferson Avenue
Newport News, VA 23606
Cell: (631) 807-0674
======================================================================


-------- Forwarded Message --------
Subject: 	FW: Approval for Work over the holiday Shutdown
Date: 	Fri, 8 Dec 2023 10:52:23 -0500
From: 	Andrei Seryi <seryi at jlab.org>
To: 	Mike Spata <spata at jlab.org>, Evelyn Akers <eakers at jlab.org>, Betty Jean-Pierre <bjp at jlab.org>, Eduard Pozdeyev <pozdeyev at jlab.org>, Tony Reilly <areilly at jlab.org>, Todd Satogata <satogata at jlab.org>, Rongli Geng <geng at jlab.org>, Joe Grames <grames at jlab.org>, Curt Hovater <hovater at jlab.org>



Colleagues,

Please see urgent request from COO to submit the list of work for holidays by noon on Monday Dec 11.

Please respond ASAP to allow discussion within the division.

Thanks

    Andrei

P.S. The list of staff for in-office work can be sent later than Dec 11, according to COO. We will define the date.

*From:* Johnathon Huff <jhuff at jlab.org>
*Sent:* Friday, December 8, 2023 10:39 AM
*To:* Stuart Henderson <stuart at jlab.org>; David Dean <deandj at jlab.org>; Allison Lung <lung at jlab.org>; Rhonda Barbosa <rbarbosa at jlab.org>; Amber Boehnlein <amber at jlab.org>; Lauren Hansen <lhansen at jlab.org>; Steve Smith <sjsmith at jlab.org>; Cynthia (Thia) Keppel <keppel at jlab.org>; Gail Frayne <lucento at jlab.org>; Tim Michalski <michalsk at jlab.org>; Jianwei Qiu <jqiu at jlab.org>; Rhonda Scales <scales at jlab.org>; Andrei Seryi <seryi at jlab.org>; Marla Schuchman <marla at jlab.org>; Jae Yun Cho 
<jcho at jlab.org>; Tisca Dorsey <tdorsey at jlab.org>; Rick Anderson <richarda at jlab.org>; Kent Hammack <hammack at jlab.org>; Patrizia Rossi <rossi at jlab.org>; Jessica Weaver <jweaver at jlab.org>; Bob May <may at jlab.org>
*Subject:* Approval for Work over the holiday Shutdown

Hello Leadership Team,

The shutdown is coming up quickly so we wanted to ensure everyone was aware of the process to approve work over the shutdown. Please provide the information below by noon Monday December 11^th . As a reminder, please be aware of the HPI factors of working during the holiday season where our focus may be on other things – it was just a year ago on December 27^th that SLAC had their significant electrical event that we have talked about extensively.

We discussed this at Directors Council this week but I wanted to ensure you had all the details. You will also see this distributed in the message that goes out on the holiday break to the lab.

*_Working During Shutdown Instructions_*
Division Heads are responsible for determining the employees required to work remotely and/or on-site during the shutdown period. Division Heads shall submit any work that is planned for the shutdown to the ES&H Director by noon on Monday, December 11, 2023 for review. It will be forwarded to the Chief Operating Officer and Lab Director for approval to ensure that the work should occur during the shutdown and the necessary resources will be on-site to support the work.

After COO and Lab Director approval, Technical Representatives (TRs) for subcontractors working during the shutdown period shall complete and submit a Guard Instruction form for each contract for each day(s) being worked. This form must be submitted to the Support Service Center room 52 or via email to Brian Hanlon and Mike Lewellen no later than noon on Friday, Dec. 15, 2023.

When you submit the work to the ES&H Director, please submit the following information

  1. Description of the work that will be performed
  2. Why does the work need to be performed during shutdown versus some other time when the lab is open
  3. List Resources needed to support the work (security, ES&H, etc.) and if those resources will be available
  4. Is the work High Hazard based on the list of 7 high hazard activities in our policy

For office work, you should submit your list of employees – our mitigation is that security will be walking around checking offices as they usually do.

Thanks,

Johnathon