1. ESS Handbook for Radiation Protection
Lena Johansson
Senior Radiation Protection Expert
12 May, 2019

2. Chapter 1 ESS radiation protection – Policy, Responsibilities and QA
(QA = Quality Assurance and Performance measures)

3. Ch1 -Specific conditions for Warm Linac
SSM deems that ESS, prior to the application for trial operation of the warm part of the accelerator, needs, as a minimum, to supplement with a plan for supply of competence, where the expertise and staffing needs are identified for future trial operation stages. (Req 6-11). GL RP Group – PSAR Ch8
SSM deems that ESS, prior to the application for trial operation of the warm part of the accelerator, needs, as a minimum, to supplement with:
a more detailed description of how the RP function has developed, as well as a conceptual plan for continued development. (Req 6 12). PSAR Ch8
a description of relevant radiation protection expertise in the RPE function. The description is expected to, as a minimum, include documented expertise and experience together with any skills development programme for the person(s) in question, taking into account the information SSM sent to ESS regarding a review of the radiation protection expert function [9]. (Req 6 13). Comm LJ: See ESS RP Functional Description
an account of the tasks and issues on which the RPE function is intended to be consulted, compare with Appendix 6 to Chapter 1 of the special conditions [10]. (Req 6 14). RP Functional Description
a description of how holidays and possible absence within the RPE function is managed. (Req 6 15). RP Handbook Ch1
an account of who or which function performs/is intended to perform the duties listed in Appendix 7 to Chapter 1 of the special conditions [10]. (Req 6 16). RP Functional Description

4. Documents that answer to these SSM requirements
Main documents
PSAR Chapter 8
RP Handbook Chapter 1
RPEF Functional description
RP Group Functional description
ESH Functional description
ESS Radiation Protection Strategy for Employees
(ESS )

5. Chapter 1 - TOC
TOC ESS radiation protection – Policy, Responsibilities and QA 1.1. Radiation Protection Policy 1.2. Radiation Protection Programme 1.3. Handbook Objective and Control 1.4. Compliance 1.5. Organisation 1.6. Responsibilities 1.7. Radiation Protection Expert Function 1.8. ESS Radiation Protection Expert Qualifications 1.9. Quality Assurance and Performance measures Performance Measures Assessments Workplace Awareness

6. Radiation Protection Expert Function (RPEF)
SSM requirement (ESS )
The radiation safety expert function can consist of several people, however one person has designated responsibility for the function. The responsible person should have sound knowledge within radiation protection, good knowledge of the relevant sections of the authority’s regulations, have good facility knowledge, as well as being well versed in the culture of safety-related work. The responsible person for the function should actively participate in the recruitment of the expert competencies needed within the radiation safety function.

7. RPEF (last SSM submission)

8. RPEF (last SSM submission)

9. Responsibilities (proposal, not approved)
The ESS Director General always retains overall responsibility for the safety of all installations and operations, where specific responsibilities concerning radiation protection can be delegated. The Director General assigns the head of directorates (or equivalent) with supervisory functions relating to radiation protection issues to be responsible for ensuring that:
All work with ionising radiation is performed in accordance with laws and regulations.
The radiation protection competencies of the staff are appropriate in relation to the work.
Quality assurance and management systems are implemented.
There is a contact person with radiation protection expertise (Radiation Protection Supervisors) established for work activities at ESS.
All Category A staff that will work with ionising radiation will undergo a medical examination before start and periodically during the work.
The Radiation Protection Supervisor, the Safety Delegate and the contact person will be informed about work conditions and changes in work conditions with regards to ionising radiation.
Information and documentation is made available and access enabled for the Radiation Protection Expert Function to make authorisations and inspections.  
The Radiation Protection Expert Function is immediately informed of abnormalities, incidents and accidents.
The Radiation Protection Expert Function is informed of planned transports of radiation sources.

10. Responsibilities (proposal, not approved)
Responsibilities of members of staff Persons engaged in activities involving ionising radiation are required to:
Use safety equipment and take any other measures necessary for satisfactory radiological protection of ESS staff and visitors.
To follow the local rules.
If classified as a category-A radiation worker, undergo a medical examination before commencing work (SSMFS 2008:51).

11. Responsibilities (proposal, not approved)
Responsibilities of the Radiation Protection Group:
To develop site wide radiation protection rules (ESS Handbook on Radiation Protection) and assist in the establishment and maintenance of local rules for specific work areas.
To issue authorisation for local departments within the framework of the ESS collective license for work with ionising radiation.
To be responsible for and coordinate the use of a central register with documentation of radiation permits, local authorisations, radiation training and certification as well as an inventory database of radiation sources and radiation waste.
To develop and suggest suitable radiation protection training related to the different radiation zones at ESS, including web based training and refresher courses.
To manage and maintain a personal dosimetry service (measurement and recording of individual doses) for staff and visitors and participate in the development of the personal dosimetry system at ESS.
To manage and maintain radiation monitoring systems at ESS and ensure that the requirements for calibration and testing is performed and recorded.
To regularly inform ESS management, Radiation Protection Supervisors and Safety Delegates on radiation protection issues and activities.
To work together with an established ESS Safety Committee to review Risk Assessments, Job Hazard Analysis, Local Permits etc. related to radiation protection.
There is an annual review of the inventory of radioactive sources as a basis for local permits and reports to authorities.
RPG authorizes all transport of radioactive material (dangerous goods).

12. Responsibilities (proposal, not approved)
Responsibilities of RPEs
Be ESS’ contact with the Swedish Radiation Safety Authority.
Be ESS radiation protection expert and consultant in questions around radiation protection issues and to provide advice and assistance to departments in preparation and maintenance of their quality assurance program and quality manual.
Review site wide radiation protection rules (ESS Handbook on Radiation Protection) and assist in the establishment and maintenance of local rules for specific work areas.
To participate in the ESS ALARA Committee and Safety Committee.
To monitor international developments in radiation protection research and to some extent contribute to its development and to keep abreast of national and international radiation protection-type legislation and implement changes and/or improvements for radiological safety at ESS as required.

13. Ch1 -Specific conditions for Warm Linac on Quality
Quality Assurance
SSM deems that ESS, prior to the application for trial operation of the warm part of the accelerator, needs, as a minimum, to supplement with:
an internal audit plan for 2017, and the audits ESS plans during trial operation of the warm accelerator. (Req 6‑7).
a clarification of how regularly the "management review" will be carried out. (Req 6-8)
a clarification of how the results of internal audits will be dealt with by the management team. (Req 6-9).
a description of how monitoring and follow-up take place to ensure that safety objectives and guidelines described in the management system, as well as procedures and instructions in the practices, are maintained and developed. (Req 6-10).
Assessment
SSM believes that, in order to have the prerequisites to fulfil the next stage in the licensing process, ESS needs to, prior to the application for trial operation of the warm part of the accelerator, account for how the company intends to cooperate with accredited inspection bodies, which, according to condition E2 in Chapter 5, shall be engaged to review that the set requirements on design specifications and other design documentation are fulfilled. (Req 12 1) To be discussed with Q

14. Procedures linked to Chapter 1
ALARA
Work permit
Radiation work permit.
Reporting of incidents (TIA)
Reporting to SSM
Continual improvement
Self-assessment programme (Q)

15. Proposed roles Area Supervisor (Additional Role)
Responsible for part of an area related to specific on-going activity. Will ensure that procedures and safety rules are followed in the area. Should also have a deputy if possible.
RPS Radiation Protection Supervisor (Additional Role)
Member of staff trained in Radiation Protection (does not have to be from ES&H) that is closely involved in the work being done. Will have a supervisory role in ensuring that the local rules and radiation zoning requirements are fulfilled. Prepares documentation on changes and occurrences with regards to radiation protection in the work area.
RPT Radiation Protection Technicians. (Core role)
Sits under ES&H in the organisation and is seconded to specific work or areas within ESS. Could also be longer term secondment. Full-time role.
RPE Radiation Protection Expert. (Core role)
Legally required RP expert that will have advisory input to most aspects related to Radiation Protection at ESS. Not a “practical” role. Full time.
Line manager
Ensure that employee is working in a safe environment and has relevant training and medical examination (etc.). Has legal responsibility for employer’s safety.

16. Remaining Questions Main documents PSAR Chapter 8 –
Where do the Experts sit in the organisation?
Will we have RPSs?
RP Handbook Chapter 1
Where will the RP expertise be documented and updated?
How to deal with absences?
RPEF Functional description
RP Group Functional description
ESH Functional description

17. Thank you!