As part of the ORC approval process, the walk-through is conducted with the experimental representative, but depending on the situation it may be helpful to have other experimenters present so that minor issues that arise can be addressed immediately without delaying the process. It would also be useful to have a digital camera, in the case where an experiment plans to run, cease data taking for more than 30 days, and then return to take more data. The photos are intended to provide a careful check that the apparatus is indeed unchanged – if we know that the apparatus is unchanged the process is simplified.
After the walk-through (and after any appropriate remediations are in place), there will be a sequence of sign-offs. The committee members will give their email approval to the Chairman, who will arrange for a signed ‘Operational Readiness Clearance’ document. The FTBF coordinator will then obtain signatures (can be electronic) from all required parties:
- Fermilab Test Beam coordinator
- Committee Chair
- Particle Physics Senior Safety Officer
- Accelerator Division Radiation Safety Officer
- Accelerator Division Operations Department Head
- Accelerator Division Head
- Particle Physics Division Head
If signatures cannot be collected by 4pm, the process will continue on the next business day.
Once all signatures are obtained (which can take several hours) the FTBF coordinator will notify the experiment spokesperson and deliver a signed copy to the Operations Department Head, who will then authorize the MCR Crew Chief to deliver beam when requested by the experiment. The crew chief will also see to any steps necessary for operating the beamline.
The FTBF coordinator will also scan the signed ORC and distribute it to all signing parties. The original is kept by the coordinator.