Procedure: ORELA Experiment Review

The OFFICIAL COPY of this procedure is maintained in Bldg. 6010, Rm. 203.

Section 3.3.1 Experiment Review in Oak Ridge Electron Linear Accelerator Facilty Procedures and Guidelines assigns responsibilities for review of ORELA experiments to the Physics Division Safety Officer but does not specify requirements for conducting the review.  This procedure implements requirements for review and approval of all experiments at ORELA.

2.0  Required Procedure

Note: This procedure applies to all  new or significantly altered experiments and for active experiments two years after their last approval.

Step 1	HRIBF Director identifies an ORELA staff member to act as experiment mentor if the Principal Investigator (PI) is not an ORELA staff member.
Step 2	PI or Mentor provides the Division Safety Officer (DSO) the information listed in Oak Ridge Electron Linear Accelerator Facility Procedures and Guidelines, Section 3.3.1 Experimental Reviews. Written memo describing the experiment or changes in the experiment. Samples to be used. Procedures to be followed. Possible hazards or emergencies. MSDS for hazardous chemcals to be used. Note: For ongoing experiments, existing documents may be sufficient.
Step 3	DSO consults with DRCO and RCT on questions of neutron and gamma-ray dose rates as required in Oak Ridge Electron Linear Accelerator Facility Procedures and Guidelines, Section 3.3.1 Experiment Reviews.
Step 4	DSO determines if an Experiment Review Committee is needed. Note: Continue at Step 10 if an Experiment Review Committee is not needed.
Step 5	DSO and PI or Mentor identify persons to be on the Experiment Review Committee.
Step 6	DSO schedules and conducts an experiment review.
Step 7	DSO documents experiment review. Writes summary of the review meeting, which will include items identified in the review as requirements and/or recommendations for approval.   Distributes meeting summary to persons who took part in the review and to others as appropriate, and requests comments or corrections to the summary to be sent back to DSO. Determines required signatures for experiment review and approval, prepares an experiment review signature sheet, and gives the signature sheet to the PI or Mentor.
Step 8	Persons who received expereiment review summary respond with comments or corrections to summary. Note.  DSO forwards comments to the PI or Mentor.
Step 9	PI or Mentor responds to experiment review.  Replies in writing (email is suitable) to the DSO that all requirements identified in the review summary have been addressed. Obtains required signatures on signature sheet and sends sheet back to DSO.
Step 10	DSO completes experiment review. Saves and files appropriate experiment review documents. Retains experiment review documents for a minimum of 5 years after ending date of experiment.

3.0  Required Records
Description of Experiment
Experiment Review Attendance Sheet
Experimental Review Summary  (for experiments with review committee)
Review/Approval Signature Sheet
Procedure Distribution List

4.0  References
ORELA Facility Procedures and Guidelines
Physics Division Procedures
Safety and Health Requirements for Experimental Work in the Physics Division