September 2002

INTRODUCTION:

This document provides guidance for managing safety concerns at HET. This guidance is meant to go hand-in-hand with common sense and situational awareness.This bulletin is focused on the HET environment specifically and is not intended to supercede any other observatory or University of Texas health and safety guidance.

All HET team members and visiting work crews are required to become familiar with this document and to follow guidance contained in it. Any questions or concerns should be directed to the HET Facility Manger. If the Facility Manager is unavailable, contact the Deputy Facility Manager, the Assistant Director, or the Physical Plant Manager.

HET’s #1 Safety Rule:

If you are in a situation that you feel is unsafe,
stop work until the problem is remedied!

1.0              RESPONDING TO EMERGENCY CONDITIONS

This section serves as initial guidance for HET personnel and visitors regarding responses to emergencies.It's located at the front of this document for easy reference. More detail is contained in the appendix.

1.1              Rescue and Emergency Response - While the goal of this safety program is to prevent accidents from ever occurring, all personnel should be aware of proper emergency response procedures. At McDonald Observatory, the emergency number is 691 from any telephone. Make sure you reach a real person! If conditions allow, a team member should call this number if an accident or extremely dangerous situation occurs. If using 691 fails to reach emergency services, then dial 9-911 to access Ft. Davis emergency support. See Appendix 1 for more details on emergency response guidance.

1.2              Use of Emergency Stop Buttons - Emergency Stop buttons are found at numerous locations within the HET facility. All personnel are authorized to activate these buttons ANY time they detect a dangerous condition (either to people or equipment).

1.3              Interlock key switches - keys are located on the panel in the HET control room.  Team members are encouraged to use them when needed.  Use of interlock keys is required when working on movable portions of the telescope structure such as the cable wrap.

2.0              HET SAFETY HAZARDS

The major safety hazards at the HET fall into three general categories, falling, crushing, and electrocution.  In addition  to these life threatening categories, environmental conditions exist which can cause harm to team members.  These include conditions which can cause exposure to mildly dangerous chemicals, potential sight damage, and hearing loss.

2.1              Falling

Work on the HET and auxiliary systems often involves working at heights and in conditions of unsteady footing.  The primary fall hazard exists upon the HET structure and in particular the tracker.  The dome catwalk, receiving bay mezzanine, and CCAS tower are additional falling hazard areas.  Personnel must exercise extreme caution when working in these areas.  All team members are required to use fall protection devices when working in these areas outside of installed protection rails.

An additional hazard when teams are working at heights is the danger of persons being hit by objects and equipment dropped from above.  This condition can occur at any location in the HET facility and personnel should be aware of work parties above.  Team members and visitors are required to wear the supplied hard hats when in the vicinity of overhead work crews or lifting operations.  Under certain conditions listed below, the HET dome becomes a "hard hat area".

This document provides additional fall protection requirements and procedures below in a separate section.

2.2              Crushing

The HET is a large, movable, highly massive structure.  Serious injuries can occur if it is not operated safely.  All personnel should be aware that components can move at any time.  Prior to rotating the structure, the operator must complete a visual check of the dome area to ensure no one is at risk of being caught by the structure.  The operator should especially check the area under the structure to make sure no one is in a position to be trapped by the cable wrap mechanisms.

Prior to rotating the structure, ensure no cables or other equipment items are hanging in such a way as to become entangled in the machinery.

Personnel working in areas posing potential crushing risks are required to use the key lock or emergency stop button systems as an added measure of safety.

The JLG is another potential crushing hazard.  It is possible for one to become trapped between the JLG body and the dome wall when the JLG is rotating.  Also the boom can trap individuals on the ground below as is lowered. All personnel should remain away from the base of the JLG and avoid placing themselves under the boom at any time operations are underway.  Under no circumstances will team members or visitors pass between the JLG body and either the dome wall or the pier while the JLG is in use.

2.3              Electrocution

The HET facility contains a significant amount of electrical and electronics equipment.  A few common sense rules will help staff members and visitors avoid accidents and injuries.

2.3.1        Lockout/Tagout (LOTO) Process - HET teams and visitors should not work on high voltage/ high current systems without employing an approved LOTO process.  See the staff Electrical Engineer or Electro-mechanical Technician for details.

2.3.2        "Two person" rule - Personnel should avoid working on electrical systems alone.

2.3.3        Use of ground straps - liberal use of grounding straps is encouraged.

2.3.4        Maintaining Grounds and lightning protection systems - the HET Electrical Engineer and Electro-Mechanical Technician are responsible for maintaining the facility grounding and lightning protection systems in coordination with the Physical Plant team.

2.4              Environmental Exposures

The HET presents a moderate risk to personnel with regard to environment issues.  A few things personnel should be mindful of are listed here.

2.4.1        Chemicals - The HET systems contain several chemicals and personnel use chemicals in the normal course of their duties.  Some examples include: glycol, oil, fuels, lubricants, CO2, and alcohols.  HET personnel and visitors should follow University of Texas guidance when working with chemicals necessary for maintaining HET systems. The following link is to the UT lab safety manual.

http://www.utexas.edu/safety/ehs/lab/labman/toc.html

Personnel should be familiar with this guidance as it pertains to chemical safety.

CO2 Cylinders - The HET staff frequently uses CO2 to clean the mirrors.  All team members should exercise care when handling these cylinders.  Personnel should make sure the bottles remain in secure areas protected by railings or chain anchors.  Team members need to be cognizant that a CO2 bottle that falls over can become a missile if the pressure regulator or valve is damaged.

Material Safety Data Sheets (MSDS) are available in the HET control room, located outside the electrical closet.

Information on MSDS is also available at:

http://www.utexas.edu/business/oehs/msds

2.4.2        Optical - HET systems contain a number of small lasers used for alignment.  Personnel should be aware of these devices and exercise caution.  These are located at the prime focus, CCAS tower, instrument room, and optical lab.

2.4.3        Hearing - The HET has a number of systems which can cause hearing damage during prolonged exposure. These include the HVAC in the dome, the emergency generator, and the compressors in the Krabbenhut. The oil less and "Quincy" compressors are particularly loud. The dryer system in the Krabbenhut is especially loud when blowing down. Personnel should wear hearing protection when in this area. Earplugs are available at the entrance to the HET dome.

3.0              FALL PROTECTION

Falling from a height presents the greatest danger to personnel. Following are basic guidelines for fall protection. It is difficult to predict every scenario when fall protection should be worn. In general, personnel are expected to wear fall protection in any situation that may pose a danger due to falling.

3.1              Harnesses – Full body harnesses are available for all personnel.  These harnesses should be worn as snugly as comfort will permit. Lower body only (diaper) harnesses are not permitted. Persons have been known to fall upside down, and out of, diaper harnesses in emergency situations. Inspect harnesses and lanyards prior to use.

3.2              Do not use any equipment that appears worn out or damaged.  Store harnesses and lanyards properly to protect them from wear and tear. The HET Mechanical Technician is responsible for ordering and maintaining climbing equipment and can provide assistance.

3.3              Lanyards – Lanyards are attached to the full body harness at the ring in the upper center of the back.  The expandable portion of each lanyard is attached closest to the harness.  The other end is attached to stationary points that are capable of supporting a 5000-lb load.  Lanyards may not be “doubled-up” in series to provide additional length.

3.4              “Two-Lanyard Rule” – Persons working at height are required to use two lanyards.  When moving from one location to the other, one attaches the second lanyard prior to detaching the first lanyard.  At no times shall a person at height be unattached for any reason, for any length of time.  Seasoned construction workers have fallen to their deaths during brief moments in time when they were momentarily unattached, yet felt safe.

3.5              In general, team members should not be more than 6 feet away from protection (max lanyard length) unless special circumstances necessitate.

4.0              DOME, Danger Conditions and Guidelines

4.1              The dome is a “hard-hat area” whenever any persons are working up in the JLG, working up on the catwalk, or lifting a load via the dome crane.  The responsible person (JLG driver or work crew leader) is primarily responsible for enforcement.  Prior to going up, the responsible person must do the following:

4.1.1        Post the “CAUTION DO NOT ENTER” signs and barrier chains across the overhead door entry and in the single doorway entry into the dome.

4.1.2        The work crew must have, and test, a radio prior to ascending to the work location. In general, teams will use Channel 1.

4.2              Non-HET staff persons will not be permitted to enter the dome during overhead activities without first checking with the work crew, the Facility Manager, or a designated acting manager. The dome access will be controlled to ensure that only essential personnel are in the dome while work is being done overhead. Tours and visitors may be allowed to enter portions of the dome under special situations, but only under direct supervision of the appropriate HET staff member.

4.3              HET personnel are allowed continuous access to the dome during overhead work, but must wear hard hats.

5.0              JLG

5.1              Harnesses are required when operating or riding in the JLG. The JLG driver is required to do the following:

5.1.1        Warm the JLG for a minimum of five (5) minutes prior to driving.

5.1.2        Verify adequate fuel supply.

5.1.3        Verify that the JLG radio is in the basket and is operational by performing a radio check with ground personnel.

5.1.4        Post the “CAUTION DO NOT ENTER” sign in the doorway entry into the dome.

5.1.5        Verify that all riders are wearing safety harnesses.

5.1.6        Verify that all persons are tethered (“clipped off”) at all times, in accordance with the two-lanyard rule.

5.1.7        Do not overload the JLG basket or use the JLG as a crane.  JLG operating limits are documented in the operator's manual available from the HET Mechanical Engineer or Physical Plant.

5.1.8        When parking the JLG after use, ensure the basket is rotated away from the pier so it will not become entangled in the structure.

5.2              Riders are required to do the following:

5.2.1        Assist the driver by watching for safety issues such as running into telescope structural members etc.

5.2.2        Keep limbs inside the basket while in motion.

5.2.3        Remain tethered at all times.

5.2.4        Assist the driver with ground communications.

6.0              TRACKER

The tracker is a 4,000 pound mechanism which can move. Under certain failure conditions, the Y-stage of the tracker (the carriage) can slide to the lower hard stops in an uncontrolled fashion. Additionally, care should be taken whenever working near the tracker while it is powered up, as movement can occur along any axis. Prior to working near or on the tracker, team members must follow these guidelines. "Access" and "Personnel" refer to physical presence or contact by any part of one's body.

A tie-off strap for securing the tracker is available at the Telescope Operator's console. This strap is to be used in all cases where personnel will be working on or near the tracker.

6.1              Powering up the tracker.

6.1.1        The tracker shall not be powered up while it is tied-off. Before powering up the tracker, it is imperative that ALL operators verify that the tracker is not tied off.

6.1.2        The tracker tie-off strap is ALWAYS stored between the TCS computer monitor and keyboard. All operators will verify the presence of the strap at this location before powering up the tracker.

6.1.3        Prior to powering up the tracker, all operators will verify that the tracker is not tied-off by performing a visual inspection in the dome.

6.2              Access to certain areas is restricted while the tracker is powered up.

6.2.1        A minimum safe distance of 3 feet is required between the JLG basket and the tracker while it is powered up.

6.2.2        All access to the Y-stage (carriage) is prohibited.

6.2.3        The tracker should not be tied off while it is powered up.

6.3              Access to certain areas is restricted while the tracker is powered down but NOT tied-off.

6.3.1        Personnel shall not enter the downward range of motion for the Y-stage (carriage).

6.3.2        Personnel shall not enter the central portion of the carriage below the SAC.

6.3.3        Personnel shall only access the outermost equipment mounted on the PFIP without the tracker tied-off.

6.4              Tracker Tie-off Procedures:  - Tracker tie-off is required when any work is performed that, in the event of a sudden carriage drop, would result in injury to personnel or damage to equipment.

6.4.1        Ensure that the tracker is powered off.  The little red light on the tracker-3P box should not be illuminated.

6.4.2        Place a large, prominent notice at the TCS monitor and keyboard stating "Tracker is Tied Off". (An 8.5" by 11" paper sign is sufficient).

6.4.3        Retrieve the "Tracker Tie Off Strap" from the telescope operator console. This strap is kept there when not in use. DO NOT use a spare tie-off strap. If you forget the strap located at the TO console, go back and get it. Under no circumstances should the strap be left at the console while another one is used to actually tie off the tracker. Inspect the strap to ensure it is in serviceable condition.

6.4.4        Go up in the JLG and tie off the tracker using the strap.  Use care not to drop any components of the strap. The strap should encircle one structural member of the carriage and one of the main tracker chassis.

6.4.5        Drive the JLG to the work site and complete the work.

6.4.6        Once work is complete, remove the strap and drive the JLG to the ground.

6.4.7        IMMEDIATELY enter the control room and place the strap between the TCS monitor and keyboard. Remove the sign placed in accordance with Section 6.4.2.

6.5              Working on the tracker.

6.5.1        If a task requires physical contact with the tracker, the tracker should be powered down completely.  That is, the little red light on the Tracker-3P box should NOT be illuminated. The TSS software should NOT be running on Crockett.

6.5.2        Place notices in the control room per section 6.4.2 or ensure that ground personnel are able to monitor access to tracker and telescope control software.

6.5.3        Perform the tracker tie-off procedure if work is to be conducted in the Y-stage downward range of travel, in the PFIP, on the carriage, or any other circumstance described in section 6.4.

6.5.4        When working on the tracker, choose lanyard tie-off points carefully, considering the resultant danger if the tracker carriage should move.

6.5.5        Minimize the amount of time you are on the tracker, but tethered to the JLG.

6.5.6        Choose hand and foot holds carefully, be mindful of stability and potential damage to equipment.

6.5.7        The "Two Lanyard Rule" applies when climbing on the tracker structure.

6.5.8        Avoid placing your body in a position where you can be injured if the tracker carriage moves downhill.

6.5.9        All tools must be tethered to avoid dropping them on the telescope mirrors.

6.5.10    Exercise care when handling fasteners and other small items. When possible, secure items with safety wire, nylon filament, or tape.

6.5.11    If you are working on the tracker and hear the telescope air up (or any other unexpected noises such as glycol starting to flow), activate the nearest EMO button immediately, leave the tracker area, and notify ground personnel.

7.0              PRIMARY MIRROR TRUSS:

7.1              Harnesses are required when working in the primary mirror truss at heights greater than 6-feet above solid footing, such as the decking. The two-lanyard rule applies.

7.2              Ensure ground personnel are aware of your activities in the truss, secure the structure control system (use key interlock system, post notices at TO console, etc.) - Note: In general, when team members are working on the telescope (structure, tracker etc., there should be someone on the ground to act as safety monitor.  This is especially important during weekend work. Under no circumstances should an individual or team work on the telescope structure without ground support.

7.3              Primary Mirror Handling - the most risky procedure associated with the truss is removal and replacement of the primary mirror segments. This process will be covered in a separate document. The HET Opto-mechanical Technician and the HET Mechanical Engineer are responsible for this process.

8.0              LIFTING AND RIGGING OPERATIONS

Lifting and rigging, such as the use of facility cranes, is a common operation at HET. The following guidelines must be followed:

8.1              The person in charge of the operation (“responsible person”) must do the following:

8.1.1        Inspect all rigging (straps, clamps, fixtures, attach points) and verify that this equipment is in proper condition. For example, if a strap is deemed to be frayed, or otherwise damaged, the eyes should be cut and the strap discarded.

8.1.2        Once the load is rigged, the responsible person should step back from the load and review the as-rigged configuration. Verify that straps and rigging are appropriate for the size and weight of the load. Verify that the load is rigged in a stable way.

8.1.3        The responsible person must ask a peer to review the as-rigged configuration. This serves as a second sanity check.

8.1.4        Once a load is rigged to the crane, lift a very small distance and verify the stability of the load.

8.1.5        Persons are not permitted under any load!

8.1.6        Before a load is lifted above head-high, hard hats must be worn by all persons in the area. When lifting with the dome crane, the area must be treated as a hard-hat area in accordance with Section 4.1.

8.1.7        In typical lifting operations, two persons are involved with lifting the load. One person operates the crane (“operator”) and the other tends to the load (“tender”). Only the tender may issue commands to the operator. All other personnel are to remain quiet, but should closely monitor the operation. The operator should ask for silence if this silence rule is violated. The only exception: Others may yell “EMERGENCY STOP” if they note a problem with the lift.

8.1.8        Mezzanine Crane Special Instructions

8.1.8.1  The doorway, under the mezzanine crane, connecting the office and the mezzanine should be posted with signage as a “DO NOT ENTER” area whenever the mezzanine crane is in use. This to prevent persons unknowingly walking under a load as they exit the office area.

8.1.8.2  Persons working on the mezzanine adjacent to the mezzanine guardrail when it is OPEN, must use fall protection.

8.1.9        CCAS Crane Special Instructions

8.1.9.1  Fall protection must be worn by all personnel in the CCAS tower whenever the cargo hatch is open.

8.1.9.2  Loads should not be lifted up the CCAS tower when winds are unacceptably high.

8.1.9.3  A tag line must be used when lifting a load. The person tending the tag line must be in radio communication with persons in the tower. All persons on the ground must avoid standing under the load and must wear hard hats.

8.1.9.4  Post the "hard hat area" sign on the walkway from the HET control building whenever the CCAS hatch is open or the crane is in use.

9.0              CCAS TOWER

9.1              Climbing the Tower

9.1.1        Fall Protection is required when climbing the CCAS ladder. Slider devices for use with the safety cable are available. It is especially important for team members to use harnesses and lanyards when spending extended periods of time outside of the protective ladder cage.

9.1.2        Personnel should not attempt to carry bulky or heavy loads when ascending the tower.  Use the davit crane for lifting tools and equipment. Small backpacks etc. may be used if they do not interfere with climbing abilities. Arrange packs so they will not become entangled with the ladder and associated safety equipment.

9.1.3        Persons must not climb the tower when winds are high, or footing is not sure, such as when wetness or ice is present.

9.1.4        Persons should avoid climbing the tower when thunderstorms are threatening.

9.1.5        Prior to ascending: Inform other personnel in the facility of the nature of your work. Take a radio and verify the operation of the radio prior to climbing the tower. Call to ground support immediately prior to climbing the tower. Climb the tower in a slow, steady fashion, taking advantage of each landing to take a break. Clip on to the structure during extended breaks. When a person finishes the climb, notify ground personnel immediately.

9.1.6        Only one person at a time is permitted on each segment of the tower.Personnel below climbers should be aware of the possibility climbers may drop small objects.

9.2              Working up in the CCAS Dome

9.2.1        Regularly inform ground personnel of any changes in your status.

9.2.2        Keep all hatches closed as much as possible.

9.2.3        Fall protection is required when the cargo hatch is open or when working near the access hatch or the opening facing the HET primary array.

9.2.4        Chose lanyard anchor points carefully.  The top of the ladder is one secure point to use. Do not anchor to equipment which can come loose.

9.2.5        Be mindful of the space between the inner and outer towers. Equipment, tools, and people can slip into the space between and possibly fall to the bottom of the tower.

9.3              Descending the Tower

9.3.1        Prior to descending: Inform ground personnel that you are finished with your work and are coming down. Keep ground support appraised of progress in descending the tower. Ground personnel should pay close attention to progress of those descending the tower. Descend the tower in a slow, steady fashion, taking advantage of each landing to take a break. When a person finishes the descent, notify ground personnel immediately.

9.3.2        The CCAS ladder cover must be closed and locked at all times the CCAS tower is not occupied.

10.0          WEATHER

10.1          Lightning Hazards and Avoidance Procedures - The most hazardous weather condition which can occur at Mt. Fowlkes and the HET facility is lightning. Personnel should exercise extreme caution when thunderstorms are in the vicinity.

10.1.1    Restrict outside activities when there is potential for lightning.  Be especially careful to avoid using cranes and lifts outside when lightning is possible.

10.1.2    Avoid standing near facility grounding straps, flagpoles, guy wires, and towers.

10.1.3    DO NOT climb the CCAS tower when thunderstorms threaten.

10.1.4    For personal lightning protection guidance see the following web sites:

http://www.lightningsafety.com/nlsi_pls.html

10.2          Cold Weather Cautions - Cold weather on Mt. Fowlkes presents an additional danger to personnel. Use common sense to avoid cold weather injuries and hypothermia.

10.2.1    Dress properly for conditions, and avoid prolonged exposure.

10.2.2    Stay well hydrated and nourished, the body needs water and adequate fuel, especially when subjected to stress conditions.

10.2.3    During icy conditions, care must be taken to prevent falling due to slick surfaces.

10.2.4    Personnel must avoid walkways, such as the steps which lead to the CCAS tower, during icy conditions.

10.2.5    Ice melting pellets are available to de-ice sidewalks and walkways.  This may be found in the flammable storage cabinet or in the Krabbenhut. Ice melting pellets should be sprinkled liberally on icy areas.  The best protection from falling is to avoid these areas in the first place!

Appendix 1 - Emergency Response Guidance

In the unlikely event of an accident or developing dangerous situation, the following guidelines should be followed. The number one thing is to avoid panic. A general rule would be to think about the response and do nothing to make the situation worse or put others in unnecessary additional danger.

The following guidelines are designed to assist team members who find themselves in the vicinity of an accident scene.

·        Take immediate action to secure the victim and equipment - do this only if it will not result in further injury or unreasonable additional risk to the victim or other team members. Complex rescues of persons trapped at heights is a job for emergency professionals.

·        Notify emergency personnel at 691 - ensure you contact real persons, not answering machines, provide location and nature of the emergency. Call 9-911 to reach Ft. Davis emergency personnel if you fail to make contact via 691 and you need ambulance, fire, or law enforcement response.

·        Secure the area to the best extent possible while awaiting rescue teams.

·        Notify the HET Facility Manager as soon as conditions allow - if the Facility Manager is not available, notify the Deputy Facility Manager, the Assistant Director or the Physical Plant Chief.

·        Assist in the rescue/recovery effort as directed by the on-scene rescue team leader - rescues requiring climbing and work at heights should be done under proper supervision by qualified climbers.

·        Identify witnesses and be prepared to assist the accident investigation team.