1 Purpose of briefing PPD Fieldwork Policy Safety at CTIO HR information and guidelines Documentation and resources PPD Briefing for DECam Fieldwork at CTIO

Purpose of briefing To provide clear procedures for insuring that Fermilab’s safety policies and culture are maintained during work for the Lab at CTIO To provide information that will help insure that the traveler has resources to cope with other issues while on assignment at CTIO (e.g. effort reporting, communication with the Lab, communication with family, illness, …) 2

PPD Fieldwork Policy Basic policy: –Same work rules as at Fermilab –You will have a point of contact (POC) assigned to function as correspondent POC (Brenna or Tom for the July trips) will: –Maintain availability to fieldworker for duration of fieldwork –Act as point of contact in case of any accidents, incidents, injuries or near misses –Retain contact info for fieldworker, incl. Supervisor and Div/Dept/Proj leaders. –Conduct prelim investigation of accidents, incidents, injuries or near misses immediately and report to PPD Senior Safety Officer 3

PPD Fieldwork Policy cont’d Fieldworker will: –Consult Fermilab Medical Office prior to trip if there is any medical condition that could give rise to problems in the field –Provide a travel itinerary to his/her Supervisor prior to travel –Provide Supervisor with emergency contact info –Conduct fieldwork in accordance with Work Plan/Hazard Analysis –Immediately report all fieldwork accidents, incidents, injuries and near misses to the POC –Report to the Fermilab Medical Office upon return if any injury has occurred Fieldwork contact card –Will be provided to fieldworker prior to travel 4

Safety at CTIO Integrated Safety Management still applies! You are still responsible for evaluating whether an activity or situation is safe, and still fully empowered to stop your work or refuse to enter areas when safety is not assured. Use the same safety tools you use at Fermilab: –JHAs –Toolbox meetings –Take Five Follow safety procedures as defined by CTIO (e.g., training requirements for equipment use). 5

Stop-Work Procedure If you have any safety concern that you cannot immediately remedy: –Stop the work or exit the area, as applicable. –Report it to the foreman of the work shift; if not available, to your local point of contact (POC). –If there is a dispute about whether work should continue, your POC will be the person who communicates with the CTIO personnel regarding a resolution. –Resolution after a stoppage of work: your POC should agree that work can be resumed. 6

Injury Response For immediate response to an injury, follow CTIO procedures: –On the mountain, contact the mountaintop nurse –At La Serena, follow procedures at astronomy.org/dedans/safety/docs/where_to_go_in_case_of_a_ medical_emergency.pdf –Link has phone numbers for contacts at the Recinto and English- speaking doctors/clinics 7

Incident Reporting Any injuries sustained at CTIO should be reported as CTIO procedures dictate [above], and also reported to PPD Safety, just as you would if working at Fermilab. As soon as practicable, notify your POC and Eric McHugh, PPD Safety Officer. 8

General Plan for CTIO Work DECam work will generally take place M-F at the observatory. Personnel will stay in the dorms on the mountain during the week. A cafeteria on the mountain provides 3 meals daily. This is reimbursed through per diem. Weekends will be spent in a hotel in La Serena. Meals will be on your own in local restaurants, reimbursed through per diem. One or more rental cars will be provided for the group, for use on the mountain and for transport to and from La Serena. Work in the dome stops when the scheduled observer wants the telescope – usually mid-afternoon--dawn 9

CTIO Work Plan (from Tim’s breakout talk) Each work shift will begin and end with a meeting. –Chaired by the foreman on duty. The beginning-of-shift meeting will cover: –Current status –The work plan for the day –The safety plan for the day (JHAs, specific SHE policies) –The expected attendance for the shift The end-of-shift meeting will cover: –The day’s milestones achieved –Experiences with the day’s safety – risks identified, resolved –The actual attendance that shift –That all appropriate mechanisms, systems, etc. have been turned off, disconnected, etc. –Writing of the shift’s report, to include the foreman’s log and to be published immediately. The current installation schedule assumes a 5 day week and an 8 hour day, with one shift. Use of specialized equipment (cranes, lifts, etc.) requires training and needs to be authorized by the foreman. Training to be renewed at specified intervals. 10

CTIO General Information (taken from Tim’s DECam travel doc) Dedicated staff member for visitor contact –Ximena Herreros –office hours (8:30am ‐ 1pm, 2pm ‐ 5:30pm Chilean time): or –Home number provided for emergencies only CTIO information link It’s winter in Chile now! The time zone in La Serena is currently one hour later than Chicago time. See this doc for phone instructions (int’l calls, etc.) 11

HR Issues DOE SAFE training is required for away assignments longer than 30 days. Carry Medex travel card on all business travel Some lab medical plans may only provide emergency and urgent care coverage, or may have larger co-pays, for medical care needed while in Chile. Please check with Benefits if you have questions. If you become ill while in Chile, please contact your POC and Ximena for help with finding medical care. 12

Effort Reporting Your supervisor should be notified about this assignment. The Kronos system should be available just as at Fermilab. Report your hours in the same fashion as at Fermilab. Overtime authorization should be sought in the same fashion as at Fermilab, from the project management. Report overtime in the usual fashion. Travel time for non-exempt workers is reported as work time for the period leaving home to arriving at hotel. Note we need to follow rule about having at least one day off in each week. 13

Miscellaneous Notes All US citizens entering Chile must pay a "one-time per passport tax" of US$141 (cash or Credit Card). You will get a receipt stapled to your passport – don’t lose it. You will need it for your next trip to Chile, if any. You will also get a paper tourist card, as well. Keep that in your passport and don’t lose it, either – you’ll need it to turn in at departure. Note that CTIO does not allow the consumption of alcoholic beverages while on the mountain. If you have dietary restrictions, please inform Ximena before your trip. 14

Resources [link to PPD Fieldwork Policy] Traveling to CTIO for DECam Work Cerro Tololo Visiting Investigators' guide Fermilab Policy for Travel for Non-Exempt Workers MEDEX card for printing 15

Phone Numbers Travel Issues –Connie Lang –Barb Kristen Safety reporting –POC (Brenna) –Eric McHugh / –Karen Kephart – 16

Phone Numbers CTIO –Ximena –Reception (Spanish only after hours) –Admin Asst on Cerro Tololo (Marco Nuñez) Residences in Chile –Hotel (La Serena Club Resort) –House # 4 on Cerro Tololo (Brenna & Tom)