INSTRUCTIONS: Insert your laboratory-specific information at yellow highlighted locations. Laser Safety Manual

INSTRUCTIONS: Insert your laboratory-specific information at yellow highlighted locations Laser Safety Manual Standard Operating Procedures for Academic/Research Use of Class 3B and Class 4 Lasers [Your Name] [Your Title] [University of Virginia Academic Department] [Messenger Mail Address] Type of Laser: (CO2/Holmium:YAG/etc) [Preparation Date] Next Revision Date: 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 1

Table of Contents Part 1 Authorization and Signatures 3 Purpose 4 Background 4 Roles & Responsibilities 5 Description of Facilities 5 Part 2 Laser System Hazards and Controls 6 Laser Specifications 7 Laser Specification Table 8 General Laser Safety 10 Training 10 Eye Protection 11 Electrical Hazards 11 Fire and Explosion Hazards 12-13 Part 3 Procedures 13 Emergency Procedures/ Phone Numbers 14 Laser Accidents 14 Validation and History 16 Appendix A Example of Suitable Signs 17-18 Appendices (Floor Diagram) 19 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 2

PART 1: LASER USERS SIGNATURE PAGE You have the option to have Laser Users sign here to document they have read this safety manual as one part of their required Level 2 Lab Specific Laser Safety training OR completion of Level 2 training can be tracked in the Environmental, Health & Safety (EHS) Safety Training and Recordkeeping (STAR) program. The second part of Level 2 training is the hands-on laser orientation with the PI or the PI s qualified designee. See the UVA Laser Safety Program for more information on laser safety training. http://ehs.virginia.edu/ehs/ehs.laser/laser.html Acknowledgement & Signatures We, the undersigned, understand that the use of laser devices in research present a hazard when adequate precautions are not observed. Our signatures designate that we have read this Laser Safety Manual. We understand its content and we intend to comply with the safety measures outlined. NAME SIGNATURE DATE 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 3

PURPOSE This document provides a source of information covering the use of Class 3B and Class 4 lasers in research applications. Specifically, it describes the protocols and precautions, which must be followed during the use of [your device(s) or laser system(s)], in [your facility]. All personnel who will be entering and/or working in the Nominal Hazard Zone (see Page 8) must be thoroughly familiar and cognizant of the specific hazards presented by the operation of the [identification of your specific laser device] and the precautions required when it is in use. Additional training requirements are referenced in the UVA Laser Safety Program and the American National Standard for Safe Use of Lasers, (ANSI Z136.1). This manual will be reviewed annually for changes or corrections to ensure that it is timely and accurate. Title of the research project: Description of project: Length of Project: 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 4

BACKGROUND [This section should include a detailed discussion of the specific operations and activities performed with the laser device under your control. The information provided here is useful for training new employees in the way things are done at your facility, in addition to revealing potential hazards.] ROLES & RESPONSIBILITIES Primary department contact: Name, email. The Principle Investigator (PI) of the area where the laser is located. The PI has oversight responsibility for all aspects of laser safety for each laser located in their area(s). Laser Safety Contact (LSC): Name, email. The PI lab may delegate responsibility and accountability for safety of their laser(s) to a lab manager or Graduate Student Responsibilities include training and documentation. Laser Users: Names, emails. Any member in research lab where a laser is located who will operate the laser. Vendor: Representative of the laser manufacturer. Company(s) name, representatives name and email address DESCRIPTION OF FACILITIES [Describe the layout and configuration of the location in which the laser device will be operated. Include a basic floor plan in the appendix. Describe means of controlling access and all means to maintain a safe environment for researchers, students and visitors. Include make and model of protective eyewear, maintenance/inspection schedule, and other personal protective equipment (specify when and where it is required). 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 5

PART 2 LASER SYSTEM HAZARDS & CONTROLS The following two tables may be used as a checklist to assure that a thorough assessment has been performed.] Refer to the UVA Laser Safety Program at the EHS website for details about laser safety procedures and lab design. Refer to Appendix J for Laser Hazard Analysis guidance. http://ehs.virginia.edu/ehs/ehs.laser/laser.html LASER SYSTEM HAZARDS Check if Present Hazards Access to direct or scattered radiation Unenclosed beam Laser at eye level of person sitting or standing Ultraviolet radiation/blue light exposure Reflective material in beam path Hazardous materials/waste (dyes, solvents) Fumes/vapors Electrical Capacitors Compressed gases Fire Housekeeping Trip hazard Comments 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 6

LASER SYSTEM CONTROLS Check if applicable Engineering Controls Entryway (door) interlocks or controls Laser enclosure interlocks Laser housing Interlocks Emergency stop/panic button Laser secured to base Beam stops/beam attenuators Protective barriers Windows, doorways, open portals covered with laser safety material Warning signs Reference to equipment manual Extra eyewear available Administrative Controls Laser(s) operated by authorized, laser safety trained personnel only Laser located so that access by spectators is not permitted without PI approval Level 1 and Level 2 laser safety training completed and documented for all laser users Alignment and other open beam procedures written to reduce exposure potential Laser servicing by authorized personnel only if radiation levels exceed the Class 3R accessible emission limit of 5 mw Comments 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 7

LASER SPECIFICATIONS The following data are essential for the completion of a proper hazard analysis by the Institutional Laser Safety Officer. Hazard analyses include (1) the calculation of the maximum permissible exposure (MPE) 1, (2) the nominal hazard zone (NHZ) 2, and (3) the confirmation that the appropriate protective eyeware has been selected by calculating the required optical density (O.D. or D ) 3. Please include all laser systems in use in your facility. 1 MPE: The level of laser radiation to which a person may be exposed without hazardous effects or adverse biological changes in the eye, or skin. The criteria for MPE for the eye and skin are detailed in ANSI Z136.1. 2 NHZ: The space within which the level of the direct, reflected, or scattered radiation during normal operation exceeds the applicable MPE. Exposure limits beyond the boundary of the NHZ are below the appropriate MPE level. 3 O.D.: A protection factor assigned to eyewear for a specific wavelength. Generally, it is recommended that engineering controls be employed rather than relying solely on protective eyewear. O.D. is defined as the logarithm to the base ten of the reciprocal of the transmittance: D = -log10, where is transmittance at the wavelength. 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 8

LASER SPECIFICATION TABLE Type Wavelength (nm) range(s) Laser Class Manufacturer Model Serial # Location: Building Location: Room # Laser1 Laser2 Laser3 Mode (CW/Single Pulse/Multi-Pulse?) Beam Shape (Circular/Elliptical/etc.?) Beam Diameter @ Laser Aperture (mm.) Beam Divergence (mrad) Average power (watts) Pulse Energy (joules) Pulse Length (seconds) Pulse Rate (hertz) [Please provide a short description of your laser system here. If you have multiple lasers within one system, please clarify]. [This page will be submitted to the Laser Safety Officer to be entered into the Institutional Laser Inventory. The information you provide will also be used to perform the appropriate safety calculations, It is, therefore, imperative that you provide all of the requested information]. 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 9

Part 3 GENERAL LASER SAFETY [The following sections have been excerpted, with minimal editorial change, directly from ANSI Z136.1. You are encouraged to incorporate your facility s specific operations into these laser safety program aspects through additional entries. Review of reported incidents has demonstrated that accidental eye and skin exposures to laser radiation, and accidents related to the ancillary hazards of a laser or laser system, are most often associated with personnel involved with the use of these systems under the following conditions: 1. Unanticipated eye exposure during alignment 2. Misaligned optics and upwardly directed beams 3. Available eye protection not used 4. Equipment malfunction 5. Improper methods of handling high voltage 6. Intentional exposure of unprotected personnel 7. Operators unfamiliar with laser equipment 8. Lack of protection for ancillary hazards 9. Improper restoration of equipment following service These hazards can be avoided by a proper understanding of the equipment and by following safe procedures. Training PIs are responsible for ensuring that staff and students receive appropriate training on the hazards in their work area and that documentation of that training is maintained. The UVA EHS STAR system is recommended for documenting and tracking training. See STAR at the EHS website http://ehs.virginia.edu/ehs/ and contact EHS for assistance as needed. Before operating a Class 3B or Class 4 laser or laser system, all users must: 1) Read this Laser Safety Program, 2) Complete laser safety training Level 1 provided online through EHS STAR 3) Receive laboratory-specific safety training Level 2 (including a thorough review of the laser equipment, administrative and engineering controls, and alignment and standard operating procedures) from the PI/LS, and 4) Read and sign a copy of the applicable laser safety manuals. Level 1 Training Minimum Content 1. Fundamentals of laser operation 2. Bioeffects of laser radiation on the eye and skin 3. Significance of specular and diffuse reflections 4. Non-beam hazards of lasers 5. Laser and laser system classifications 6. Control measures 7. Overall management and employee responsibilities Level 2 Training 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 10

Lab Specific On-the-Job Training (OTJ). For Class 3B and Class 4, a hazard orientation for the laser systems and work area in your specific lab is critical to laser and general safety. An individual familiar with the work should conduct this training, e.g. the Principle Investigator. Laser users should not work around laser system until OTJ is completed. OTJ training: 1) safety awareness (e.g. demonstration of which eyewear to wear, location of beams and how to check for stray beams), 2) demonstration of equipment operation and evaluating the ability of the user to understand and follow procedures. PI shall ensure laser users are re-trained whenever a new hazard is introduced into the work area. PI/LSs are responsible for providing Laser Safety Awareness training to any visitors or spectators to the laboratory when lasers are in operation, to include the nature of the hazard and any measures to take to prevent exposure. A sign-in log which indicates awareness training has been completed is recommended as it would benefit PI/LS in the documentation of the safety measures taken in their laboratory. Eye Protection. The greatest risk for personnel using lasers is eye injury to the cornea or retina from direct or reflected laser beams. Protective eyewear with adequate optical density (OD) at the particular wavelength in use must be clearly labeled. Eye protection designed for protection against radiation from Class 3B and Class 4 lasers should be administratively required for Class 3B and shall be administratively required for Class 4 within the NHZ and use enforced when engineering or other procedural and administrative controls are inadequate to eliminate potential exposure in excess of the applicable maximum permissible exposure (MPE) to laser radiation. It is recommended that built-in side shields be used to protect the eyes from tangential beams and scattered reflections. Safety eyewear labeled with the appropriate wavelength and optical density will be available at the entry where each door sign is posted. Include make and model of protective eyewear, maintenance/inspection schedule, and other personal protective equipment (specify when and where it is required). Caution: Laser Safety Eyewear is not designed for looking directly at a laser beam. Equipment. Test all lasers, delivery systems, and safety equipment prior to turning on the laser. Appropriate personal protective equipment such as appropriate laser protective eyewear should be worn during such tests. All safety procedures will be followed during service and demonstrations. Checks. Check the power output of the laser frequently with an appropriate power meter, especially before beginning the procedure. Appropriate eyewear should be worn during such checks. The laser should be placed in a standby mode when not in use, to prevent inadvertent exposure to power/energy. Electrical Hazards. Use of any electrical system may give rise to electrical hazards; consequently, proper grounding and insulation are imperative. Protection against accidental contact with energized conductors by means of a barrier system is the primary methodology to prevent electric shock accidents with laser equipment. Additional electrical safety requirements are imposed upon laser devices, systems, and those who work with them, by the US Department of Labor, OSHA, the National Electrical Code (NFPA 70), and related state and local laws and regulations. These 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 11

requirements govern equipment connection to the electrical utilization system, electrical protection parameters, and specific safety training. These requirements must be observed with all laser installations. The following potential problems have frequently been identified during laser facility audits. 1. Uncovered electrical terminals 2. Improperly insulated electrical terminals 3. Hidden power-up warning lights 4. Lack of personnel trained in current cardiopulmonary resuscitation practices, or lack of refresher training 5. Buddy system not being practiced during maintenance and service 6. Non earth-grounded or improperly grounded laser equipment 7. Nonadherence to the OSHA lock-out standard (29 CFR 1910.147) 8. Excessive wires and cables on floor that create fall or slip hazards See EHS Webpage on Electrical Safety http://ehs.virginia.edu/ehs/ehs.es/es.html Emergency Shutoff. An emergency shutoff switch must be available to the operator or the assistant to rapidly shut down the laser system. Controlled Area. Authorized personnel, upon entry to an area where lasers are being used, should be provided with personal protective equipment (see Description of Facilities, above). Such controlled area should contain the NHZ, the extent of which is clearly delineated, and should be posted with appropriate laser warning signs specific to the wavelength being used (as described in ANSI Z136.3, Section 4.7). The laser should not be activated when it is necessary to open the door, if the Nominal Hazard Zone (NHZ) extends to the doorway. Glass windows will be covered with shades or filters of appropriate optical density whenever a fiberoptic laser system is operational. No one will be allowed into a laser room unless properly authorized and protected. Warning Signs. Regulation Danger laser signs will be posted at eye level on all doors that access a room where Class 3B and/or Class 4 laser will be operated. These signs will state all required information as described in the ANSI Z136.1 standard, and will be removed when the laser is not in use. An example of suitable signage is available in Appendix A. Fire Hazards. Class 4 laser systems represent a fire hazard. Enclosure of Class 4 laser beams can result in potential fire hazards if enclosure materials are likely to be exposed to irradiances exceeding 10 W/cm2 or beam powers exceeding 0.5 W. The use of flame retardant materials, as defined by the National Fire Protection Association (NFPA), should be encouraged. Opaque laser barriers e.g., curtains, can be used to block the laser beam from exiting the work area during certain operations. While these barriers can be designed to offer a range of protection, they normally cannot withstand high irradiance levels for more than a few seconds without some damage, e.g., production of smoke, open fire, or penetration. Users of commercially available laser barriers should obtain appropriate fire prevention information from the manufacturer. 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 12

Operators of Class 4 lasers should be aware that unprotected wire insulation and plastic tubing can catch fire from intense reflected or scattered beams, particularly from lasers operating at invisible wavelengths. Explosion Hazards. High-pressure arc lamps, filament lamps, and capacitor banks in laser equipment shall be enclosed in housings, which can withstand the maximum explosive pressure resulting from component disintegration. The laser target and elements of the optical train which may shatter during laser operation shall also be enclosed or equivalently protected to prevent injury to operators and observers. Explosive reactions of chemical laser reactants or other laser gases may be a concern in some cases. PART 3 PROCEDURES General. It is the responsibility of a laser-trained team member to monitor the safety of the environment, the staff, and the equipment during laser procedures. This individual should be empowered with the authority to enforce compliance with safety policies and procedures. The PI has overall responsibility for the laser safety program in the laboratory. SOPs. Standard operating procedures (SOPs) and written policies, such as this one are required for class 3B and 4 lasers and should cover laser beam and non-beam hazards. They should be included in laser educational programs, and should be available within the practice setting. They should be reviewed annually, and revised if warranted, to conform to current standards, procedures, and instrumentation. Qualified Personnel. Only qualified and authorized staff should operate the laser or be responsible for the care and management of the laser system. Laser keys will be kept in a secured area and accessed only by authorized personnel. If a password is required to initiate lasing, only qualified personnel shall be provided the password. Incidents. Any incident including fire and/or inadvertent personnel harm by the laser must be reported to the Laser Safety Officer. Records should be kept of violations of safety procedures, such as refusing to wear or use safety glasses of the proper OD and wavelength and the corrective action(s) taken to correct the behavior. 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 13

EMERGENCY PROCEDURES [Emergency procedures are to be entered in this section according to your specific facility and internal departmental policies. The predominant concerns, which must be addressed, are of course, fire, electrocution, and the inadvertent exposure of the eyes or tissue of workers in the NHZ.CPR training for personnel servicing or working on lasers with exposed high voltages must be included.] All Emergencies and/or accidents must be reported immediately to the Principle Investigator and the LSO. EMERGENCY PHONE NUMBERS Fire and Medical Emergencies 924-2012 Police 9 + 911 PI [insert #] Laser Safety Designee [insert #] Hospital Emergency Room 924-2231 Marianne Yencken, Laser Safety Officer 243-1725 LASER ACCIDENTS Most laser accidents occur during beam alignment procedures. Be sure to that all personnel performing alignments perform their work in accordance with guidelines presented in Appendix E of the UVA Laser Safety Program. Alternate means of viewing the beam such as CCD and web cameras should be considered before allowing the use of alignment eyewear. Reporting Procedures All accidents/exposures are to be reported to the PI and/or lab supervisor as soon as possible. Serious Injury/Illness For health-threatening injuries/ illnesses, call 911 or proceed immediately to the UVA Hospital Emergency Department. Supervisors are to immediately report a work-related death. All work-related employee inpatient hospitalizations, all amputations and all losses of an eye report shall be reported within 24 hour Report to: UVA Human Resources Workers Compensation Specialist 434-924-8939, lgc3u@virginia.edu. The UVA Human Resources Workers Compensation Specialist reports these events to the Occupational Safety & Health Administration (OSHA) Accidents/exposures involving lasers are to be reported to the LSO by the PI or PI s designee within 24 hours. All Other Injury/Illness For treatment of all other injuries, proceed to: For Students, Elson Student Health Center (400 Brandon Ave., x4-5352) http://www.virginia.edu/studenthealth/ 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 14

For Employees, contact UVA-WorkMed (1910 Arlington Blvd. x3-0075) http://www.healthsystem.virginia.edu/pub/occupational-health Medical Surveillance Eye exams must be performed after an actual or suspected laser-induced eye injury. Evaluation by a medical professional should occur as soon as possible after the exposure, usually within 24-48 hours. Referrals for medical examinations shall be consistent with the medical symptoms and the anticipated biological effect based upon the laser system in use at the time of the incident. For laser-induced injury to the retina, the medical examination shall be performed by an ophthalmologist. Employees with skin injuries should be seen by a physician. Standardized Forms for Accident/Exposures Two forms are to be completed by the supervisor and employee and filed within 24 hours of the incident. Supervisors are to provide an Employee's Claim for Workers' Compensation Benefits form (http://www.hr.virginia.edu/forms/workers-compensation-forms/) to the injured employee immediately. Supervisors and employees are to complete within 24 hours. Accident, Incident or Exposure Report (for all non-auto related incidents/ injuries/exposures) has two sections: one for the supervisor and one for the employee to complete. To be completed within 24 hours and sent to Risk Management. (http://www.virginia.edu/riskmanagement/documents/ IncidentRptForm.pdf) When an employee has one or more workdays lost, supervisors are to contact: UVA Human Resources Workers Compensation Specialist 434-924-8939, lgc3u@virginia.edu regarding forms for completing the Workers Compensation Lost Workdays Report. Accident Investigation Upon notification of an accident involving a laser, LSO will conduct an investigation. Steps of the investigation include: 1) LSO, in cooperation with the PI/LS, interviews injured workers and witnesses 2) LSO, in cooperation with the PI/LS, examines workplace for factors associated with the accident/exposure 3) LSO, in cooperation with the PI/LS, determines the possible causes of the accident/exposure 4) PI/Lab supervisor takes corrective action to prevent the accident/exposure from recurring 5) PI/Lab supervisor records the findings and corrective actions taken. Findings and corrective actions are documented and maintained by the PI and made available to the LSO upon request. 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 15

VALIDATION AND HISTORY FOR LASER SAFETY MANUAL Principle Investigator s Certification I hereby certify that I have reviewed the contents of this manual and that it reflects my current operating policy for the [facilities supervised] located in [location]. [PI s Name] [PI s Title] Signature Annual Review Date History of Manual s Creation Date Created: Author: Reference Source: [Insert Date Here] [Name] Marianne Yencken University of Virginia Office Environmental Health Safety Laser Safety Officer 2014 Author: Kim Blatz University of Virginia Office Environmental Health Safety Laser Safety Officer 2013 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 16

Appendix A Examples of acceptable door signs 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 17

Supplemental Warning Sign 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 18

APPENDIX # [ ] SAMPLE FLOOR PLAN Requested elements: Laser(s) Laser table(s) Laser controlled area Doors Windows Laser warning light/signs Laser curtain(s) Emergency stop switch Laser eyewear location (hand drawn floor plan OK too) FLOOR DIAGRAM FOR [Building Name, Room #] 2016June_EHS_PROGRAM_laser_safety_manual_template_academic-r3 Page 19