Responsibility for laser safety

On a day-to-day basis, the supervisor of a laser system is best placed to manage the associated risks, as they are able to decide on required changes to procedures or obtain equipment to reduce the risks.

Supervisors are responsible for:

• ensuring their lasers are operated in accordance with this policy
• registering all lasers with the Departmental Laser Supervisor before the laser system is brought into the department or, at the very least, before it is set up or operated for the first time
• ensuring the classification of their lasers is known and recorded on laser documentation
• undertaking a suitable risk assessment and implementing appropriate controls before the system is operated
• authorising any new laser user and ensuring they are adequately supervised
• ensuring laser users are trained in accordance with this policy
• maintaining a training record for each laser user, which identifies the processes they are deemed competent to undertake
• monitoring the use of lasers to ensure they are operated in accordance with the local rules
• reviewing the risk assessment, local rules and operating arrangements on an annual basis
• arranging for the safe disposal of any unwanted or redundant laser system

It is recognised that the term ‘supervisor’ is a broad definition in the University. University policy has defined the term as individuals holding such titles as team leader, overseer, coordinator, facilitator, principal researcher, or manager. For the majority of laser systems, the term supervisor will commonly apply to a Principal Investigator or Senior Researcher of a research group. 

In the same way that a head of department can delegate responsibilities, it is accepted that a Principal Investigator or Senior Researcher can also delegate this responsibility, but that they will remain accountable for actions taken by those they have delegated responsibilities to. In that sense, it is important that those who have delegated responsibilities are capable of undertaking them. It will also recommended that supervisors clearly document the responsibilities to ensure everyone understands what is required.

Those who actually operate or work with laser systems must also take responsibility, not only to avoid injuring themselves, but to avoid injuring others and to assist their supervisor, and head of department, in meeting their responsibilities.

Laser users are responsible for:

• making themselves aware of the requirements of the local rules, including the outcome of any relevant risk assessment, and seek clarification if these are not fully understood
• complying with the requirements of the local rules, and outcome of any risk assessment, or immediately highlight problems to their supervisors when these cannot be met
• attending training as identified by their supervisor
• not undertaking procedures that they have not been suitably trained or authorised to undertake, or undertake without appropriate supervision
• not leaving a laser system running unattended unless a risk assessment has established the means by which it is safe to do so
• using personal protective equipment that has been identified during a risk assessment or designated as mandatory through local rules

Laser users must ensure personal protective equipment is appropriately maintained (e.g. correct storage, cleaning, and checking for damage) to ensure it remains safe to use. If there is any uncertainty, they must immediately highlight problems to their supervisors.

Heads of department, where appropriate, are responsible for identifying a suitable person to undertake the role of departmental laser supervisor. The appointment should be confirmed in writing and documented within the department’s Statement of Health and Safety Organisation.

Although the basic principle of guarding or enclosing laser beams can make laser safety easy, there are times when this is not practicable. As such, it is important where Class 3R, 3B, or 4 lasers are in operation, that the head of department, supervisors, and laser users have access to a suitably qualified and knowledgeable member of staff who can advise on the practical elements of this policy statement.  

All those appointed as departmental laser supervisors must attend the University training for this role, or agree with the University Laser Safety Officer on an equivalent training course. It may be necessary for some individuals to obtain further training, depending on their experience of lasers and/or the types of lasers in operation. Heads of department are therefore encouraged to consult with the University Laser Safety Officer when appointing new departmental laser supervisors, to ensure the right person is appointed to the role or to help identify further training requirements.

Departmental laser supervisors (DLS) are responsible for:

• maintaining a record of all relevant lasers in the department
• providing advice to research supervisors on the process of laser risk assessment and the appropriate level of control
• ensuring local rules are in place for those lasers that cannot be adequately controlled by engineering means alone
• ensuring all lasers have appropriate labels and laser controlled areas have appropriate signage
• providing guidance or, if appropriate, direct training on laser safety
• providing advice on the correct selection of personal protective equipment
• carrying out an annual inspection of all lasers to check compliance against this policy statement and reporting the findings through the Departmental Safety Advisory Committee to the head of department, with a copy to the University Safety Office
• seeking assistance from the Safety Office and the University Laser Safety Officer for clarification on laser safety

The DLS should report concerns relating to the laser safety management in their departments first to their head of department. If their concerns persist or they are unable to resolve any disagreements or problems, then the DLS should seek assistance from the Safety Office and the University Laser Safety Officer.

To assist departmental laser supervisors in their roles, and to advise heads of departments, supervisors or laser users directly, the University has appointed a University Laser Safety Officer. The ULSO is appointed by the Director of the University Safety Office and Occupational Health.

The current ULSO is: Paul Kayente (paul.kayente@safety.ox.ac.uk)

The main purpose of the ULSO is to maintain a level of consistency for laser safety management across the University.

Therefore, the ULSO is responsible for:

• providing advice to departments on the implementation of this policy in relation to relevant legislation and British Standards
• responsible for maintaining a University inventory of relevant lasers
• responsible for providing advice to departments on appropriate risk assessments and the required level of control
• coordinating University-wide training on lasers
• ensuring departmental laser supervisors are kept up to date with relevant changes in laser safety legislation and standards
• undertaking an audit program of laser safety management across the University on a five-yearly basis

It is recognised that the current ULSO, Paul Kayente, is not a certified Laser Protection Adviser. The ULSO can call upon, as required, the services of an external Laser Protection Adviser.