SAFETY MANUAL

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Table of Contents

Safety and the NASA Swarmathon ......................................................................................... 3

Objectives .............................................................................................................................. 3

Scope ..................................................................................................................................... 3

Responsibilities ...................................................................................................................... 4

Volunteer(s) - NASA/KSC ....................................................................................................... 4

Injury Reporting Requirement ................................................................................................. 4

General Safety Requirements ................................................................................................ 5

Competition Safety ................................................................................................................. 5

Safety Highlights in the Robot User Guide .............................................................................. 5

Robot On/Off Switch ............................................................................................................... 6

Battery Safety and Charging ................................................................................................... 6

Electrical Safety ...................................................................................................................... 6

Signature Page ....................................................................................................................... 7

Appendix A: Warnings for Using Batteries .............................................................................. 8

Appendix B: Regulations for Shipping Lithium Batteries ........................................................10

Appendix Z: Emergency Instructions for NASA Personnel .....................................................13

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Safety and the NASA Swarmathon

Instilling a culture of safety is a value that every individual in the NASA community must

embrace as we pursue NASA’s mission and vision. NASA Swarmathon has adopted safety as a

core value and has established the framework for safety leadership in all aspects of the

program.

NASA believes that the teams that take the lead in developing safety programs and policies

have a positive and lasting impact on each team member, mentor, their communities, and their

present and future work places. NASA recognizes the teams that demonstrate safety throughout

their programs and are truly committed to developing and nurturing a safety culture.

Objectives

1. To provide an easy-to-use guide for important safety information providing NASA

Swarmathon participants with a basic set of requirements to maintain a safe

environment during the competition season and at competition events.

2. To highlight the safety features of the Swarmie robots to ensure unambiguous and

consistent robot operation during the competition season, while also mitigating any and

all risks to NASA Swarmathon participants.

Scope

This manual applies to anyone involved with the NASA Swarmathon including all student team

members, faculty, volunteers, and support personnel while operating Swarmie robots.

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Responsibilities

Everyone is responsible for safety during team meetings and during the programing, testing,

and event phases of the competition. Before starting any activity, read this entire manual for

details on how to be safe.

As an NASA Swarmathon participant, you are expected to:

● Be familiar with this manual as well as the safety-related requirements applicable to your

work area.

● Work in a safe and responsible manner.

● Understand and follow established safety requirements.

● Identify and report any unsafe or hazardous conditions immediately to your team mentor

or on-site volunteer coordinator. If necessary, stop all activities until it is properly

addressed by the team mentor or on-site volunteer coordinator. This includes work

practices that may cause an accident. Always encourage safe behaviors with everyone

around you.

● Become familiar with this safety plan.

Volunteer(s) - NASA/KSC

● Lead by example. Practice the same safety behaviors that we expect from the teams.

● Provide guidance and encouragement on a safe working environment. .

● Identify and report any unresolved unsafe or hazardous conditions to the on-site

volunteer coordinator or the Swarmathon management team. This includes work

practices that may cause an accident. Encourage safe behaviors with everyone around

you.

● Become familiar with this safety plan

Injury Reporting Requirement

Regardless of severity, report all accidents, injuries, and near misses to the Swarmathon

management team or the Swarmathon volunteer coordinator as soon as possible. Even injuries

that you determine as minor may become serious if proper medical attention is not provided in a

timely manner. Remember, each minor event can be a precursor to a major event.

While at the KSC Visitors Center, report to the medical clinic (near the bus loading area) for

minor injuries or dial 321-867-7911 in case of an emergency. At other locations, follow the

host's emergency policies, and report all injuries as soon as possible to the relevant

management team.

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General Safety Requirements

Running and horseplay are not permitted at any time. Always walk and work in a controlled and

thoughtful manner. Ensure that team members or mentors are not wearing ties, loose clothing,

jewelry, or hanging key chains when near or working on the Swarmies while the tires are

moving or rotating. Tie hair back or cover it to ensure it does not become entangled in the tires.

Competition Safety

● Only Swarmathon management, judges and assigned volunteers shall handle Swarmie

robots during the competition.

● Team participants are not allowed to handle competition robots at any time. If this rule is

broken, this can be grounds for team disqualification.

● All participants will demonstrate safe behaviors in the heat of competition.

● Proper charging of Swarmie robots will be followed, as detailed in Battery Safety and

Charging.

Safety Highlights in the Robot User Guide

Complete detailed information for the robots is contained in the Swarmie User Manual and the

Swarmie Assembly Manual. These user guides are located at https://github.com/BCLab-

UNM/Swarmathon-Docs and will detail the following:

1. A parts list with pictures and descriptions of each part.

2. User instruction for proper battery plug in. No other changes are needed or allowed.

3. No modifications or repairs to the Swarmie are allowed without specific guidance from

the Swarmathon management team.

4. Battery:

a. In order to mitigate battery fire risk, the battery must remain in the LIPO fire

resistant bag at all times.

b. Follow the guidelines in the attached Appendix A from the battery vendor for

battery charging and use

c. The battery must be shipped by ground only, never air, following specific

instructions in attached Appendix B

5. Identify parts that can be fixed (i.e. wheels may need periodic adjustment and those that

should not be touched due to danger or fragility (PCB, motor encoders).

6. Guidelines for protecting the robot from damage (avoid water, stairs, hitting objects with

excessive speed, flipping or tipping the robot).

7. Robot is OFF when the red switch on the rear of the robot is in the DOWN position.

Robot shall be off when charging, idle or being repaired.

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Robot On/Off Switch

● The switch provided with the robot is purposefully large, red, and easily accessible at the

rear of the robot’s chassis to ensure that the robot can be immediately disabled in case

of emergency.

● The switch utilizes a mechanical relay to instantaneously stop all motion and disconnect

all power to the robot.

● The switch must be toggled up to turn the robot on, and toggled down to turn the robot

off.

Battery Safety and Charging

● You must read the battery safety agreement listed in Appendix A: Warnings for Using

Batteries.

● Batteries are provided inside of a fire retardant, LiPo-Safe charging bag to mitigate the

risk of injury or loss. Never remove a battery from its charging bag.

● If you intend to ship your robot, you must consult the regulations for safely shipping

Lithium batteries listed in Appendix B: Regulations for Shipping Lithium Batteries.

Swarmie robots shall only be shipped by ground, never by air.

Electrical Safety

Proper use and respect for electricity is paramount. The following are general guidelines for

ensuring basic electrical safety requirements are met:

● All electrical devices shall be UL Listed.

● Inspect equipment cords and extension cords routinely to ensure they are in good

condition.

● DO NOT overload electrical fixtures and/or receptacles.

● Avoid the following electrical setups to prevent overloading:

○ Power strip or multi-device receptacle plugged into another power strip or

extension cord.

○ Extension cord plugged into another extension cord.

○ Extension cord plugged into a power strip.

○ ALL extension cords, with the exception of relocation power tap (RPT) SHALL

BE UNPLUGGED WHEN NOT IN USE.

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Signature Page

_______________________________

Prepared by:

Theresa C. Martinez, PX-E

MUREP STEM Engagement Manager

___________________________________

Approval:

Hortense Diggs, PX-E

Supervisor, Education Program Specialist

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Appendix A: Warnings for Using Batteries

NOTE: This information on battery usage is directly from the manufacturer. When the batteries

are being charged by NASA personnel, refer to Appendix Z for emergency information. NASA

personnel shall be familiar with Appendix Z before the start of any charging procedures.

● Please realize that batteries may leak or cause damage if misused.

● When charging a battery pack, please put the battery in a fire retardant container.

Always charge in an isolated area, away from other flammable materials.

Important safety instructions and warnings for Li-ion/Polymer batteries

● You must read these safety instructions and warnings before using or charging your

batteries.

● Lithium Polymer and Li-ion batteries are volatile. Failure to read and follow the

instructions below may result in fire, personal injury and damage to property if charged

or used improperly.

● Li-Ion and Polymer battery & packs may explode and cause fire if misused.

● When charging battery packs, please put the battery in a fire retardant container. Do not

leave battery pack and charger unattended on wood material or carpet.

● Keep Li-Ion & Polymer battery pack away from children.

● Never reverse the polarity when charging and discharging battery packs. Always double-

check the polarity of a battery's connector to make sure red wire is connected to red wire

and black wire is connected to black wire.

General Guidelines and Warnings

● Use specific Lithium Polymer/Li-ion charger only. Do not use a NiMH or NiCd

charger. Failure to do so may cause fire, which may result in personal injury and

property damage.

● Never charge batteries unattended. When charging LiPo/Li-ion batteries you should

always remain in constant observation to monitor the charging process and react to

potential problems that may occur.

● If at any time you witness a battery starting to balloon, swell up, smoke or become

hot, discontinue charging process immediately, disconnect the battery from the

power source and observe it in a safe place for approximately 15 minutes. This

may cause the battery to leak, and the reaction with air may cause the chemicals to

ignite, resulting in fire.

● Since delayed chemical reaction can occur, it is best to observe the battery as a safety

precaution. Observation should occur in a safe area outside of any building or vehicle

and away from any combustible material.

● Wire lead shorts can cause fire! If you accidentally short the wires, the battery must

be placed in a safe area for observation for approximately 15 minutes. Additionally, if a

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short occurs and contact is made with metal (such as rings on your hand), severe

injuries may occur due to the conductibility of electric current.

● A battery can still ignite even after 10 minutes.

● If for any reason you need to cut the terminal wires, it will be necessary to cut each wire

separately, ensuring the wires to not touch each other or a short may occur, potentially

causing a fire.

● Never store or charge battery pack inside your vehicle in extreme temperatures, since

extreme temperature could ignite the battery. NOTE: See the Operating Temperatures

section at the end of Appendix A for specific temperature information.

● Never drop the batteries.

Charging Process

● Never charge batteries unattended.

● Put battery in the fireproof container and charge in an isolated area, away from

other flammable materials. Always have a fire extinguisher for emergency use.

● Let battery cool down to ambient temperature before charging.

● Do not charge batteries packs in series. Charge each battery pack individually.

Failure to do so may result in incorrect battery recognition and charging functions.

Overcharging may occur and fire may be the result.

Storage & Transportation

● Store battery at room temperature between 40 and 80 degrees F for best results.

● Do not expose battery pack to direct sunlight (heat) for extended periods.

● When transporting or temporarily storing in a vehicle, temperature range should be

greater than 20 degrees F but no more than 150 degrees F.

● Storing battery at temperatures greater than 170 degrees F for extended periods

of time (more than 2 hours) may cause damage to battery and possible fire.

Caring for Batteries

● Charge battery with good quality Lithium Polymer charger. Note: A poor quality charger

can be dangerous.

● Use caution to avoid puncture of the cell. Puncture of cells may cause a fire.

● Charge the battery every 2 months to keep it fresh if you don't use it.

Operating Temperature

● Charge: 32 to 113 degree F

● Discharge: 32 to 140 degree F

● Let battery cool down to an ambient temperature before charging.

● During discharge and handling of batteries, do not exceed 160 degree F.

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Appendix B: Regulations for Shipping Lithium Batteries

NOTE: This information on battery shipment is directly from the manufacturer website.

IATA/ICAO Updates

● 2015 IATA Lithium Battery Guidance Document -56th Edition

(http://www.batteryspace.com/document/shipping/lithium-battery-guidance-document-

2015-en.pdf)

● Significant Changes and Amendments to the 56th Edition (2015)

(http://www.batteryspace.com/document/shipping/significant-changes-DGR-56-en.pdf)

● Lithium Batteries Risk Mitigation Guidance for Operators (pdf)

(http://www.batteryspace.com/document/shipping/lithium%20battery-risk-mitigation-

guidance-for-operators-1st-2015.pdf)

● For more and updated information, please visit IATA website

(http://www.iata.org/whatwedo/cargo/dgr/Pages/lithium-batteries.aspx)

● IATA Packing Instruction 965-970

○ Standalone = package ONLY contains batteries, NO equipment

○ Packed with = package contains equipment + batteries that are NOT installed in

the equipment

○ Contained in = package has equipment with batteries installed

Lithium Ion Battery Lithium Metal Battery

Standalone Lithium Ion Standalone (P.I. 965)

UN 3480

Lithium Metal Standalone (P.I. 968)

UN 3090

Packed With Lithium Ion Packed With (P.I. 966)

UN 3481

Lithium Metal Packed With (P.I. 969)

UN 3091

Contained in Lithium Ion Contained in (P.I. 967)

UN 3481

Lithium Metal Contained in (P.I. 970)

UN 3091

Special Provision for 2015 IATA 56TH Edition

● A88 for Prototype or low production (Page 6 & Page 22 (R.)

(http://www.batteryspace.com/document/shipping/lithium-battery-guidance-document-

2015-en.pdf)

● A89 for Maximum net weight of lithium batteries per package for Cargo Aircraft >35 KG

(Page 7) (http://www.batteryspace.com/document/shipping/lithium-battery-guidance-

document-2015-en.pdf)

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● A154 for returned defective battery (Page 7)

(http://www.batteryspace.com/document/shipping/lithium-battery-guidance-document-

2015-en.pdf)

● A201 for lithium metal batteries on passenger aircraft, need exemption. (Page 7)

(http://www.batteryspace.com/document/shipping/lithium-battery-guidance-document-

2015-en.pdf)

Country List which accept Lithium ion batteries (Class 9, Section IA)

(http://www.batteryspace.com/document/shipping/LithiumBatterFedEx%20Express2015.pdf)

● By Fedex (http://www.fedex.com/us/dangerous-goods/index.html)

● By UPS

(http://www.ups.com/content/us/en/resources/ship/idg/information/acl.html?srch_pos=14

&srch_phr=dangerous+goods)

● By DHL

(http://www.batteryspace.com/Document/Shipping/2015%20DHL%20Lithium%20Battery

%20Country%20Capability%20List.pdf)

Transport within Passenger Baggage (Page 12-15)

(http://www.batteryspace.com/document/shipping/lithium-battery-guidance-document-

2015-en.pdf)

● How to safely transport Lithium Batteries when traveling in air commerce

(https://www.faa.gov/about/initiatives/hazmat_safety/more_info/?hazmat=7)

Carrier's Shipping requirement for Lithium Batteries

● Fedex Express-2015

(http://www.batteryspace.com/document/shipping/LithiumBatterFedEx%20Express2015.

pdf)

DOT (PHMSA) Updates

● 49 CFR 173.185 - as of Jan 28, 2015 (http://www.ecfr.gov/cgi-bin/text-

idx?SID=6db311063907b7a5b11be0763fecfabd&node=se49.2.173_1185&rgn=div8)

● Proper Shipping Names

○ UN 3480, Lithium Ion Batteries

○ UN 3481, Lithium Ion Batteries packed with equipment

○ UN 3481, Lithium Ion Batteries contained in equipment

○ UN 3090, Lithium Metal Batteries

○ UN 3091, Lithium Metal Batteries packed with equipment

○ UN 3091, Lithium Metal Batteries contained in equipment

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Ship Prototypes of Lithium batteries

● 173.185(e) - Must be shipped by ground as Class 9

(http://www.ecfr.gov/cgi-bin/text-idx?SID=4ee593f49571ca6f455b93f72df03db5&node=se49.2.173_1185&rgn=div8)

● A55 Cargo aircraft under approval. (The lead time for approval is around 3-6 months.

Customer can contact PHMSA for shipping approval by air) (DOT)

(http://www.phmsa.dot.gov/hazmat/regs/sp-a)

Low Production Runs

● 173.185(e) low production runs of not more than 100pcs, must be shipped by ground as

Class 9, Packing Group I packaging. Applies to small batteries.

(http://www.ecfr.gov/cgi-bin/text-idx?SID=4ee593f49571ca6f455b93f72df03db5&node=se49.2.173_1185&rgn=div8)

● A88 Cargo aircraft under approval (The lead time for approval is around 3-6 months.

Customer can contact PHMSA for shipping approval by air)

(http://www.phmsa.dot.gov/hazmat/regs/sp-a)

Damaged, defective or recalled Cells or Batteries

● 173.185(f) (http://www.ecfr.gov/cgi-bin/text-

idx?SID=4ee593f49571ca6f455b93f72df03db5&node=se49.2.173_1185&rgn=div8)

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Appendix Z: Emergency Instructions for NASA Personnel

If at any time during charging, a battery starts to balloon, swell up, smoke or become hot, follow

the instructions below. The physical response may cause the battery to leak, and the reaction

with air may cause the chemicals to ignite, resulting in fire.

Emergency Instructions:

1. Immediately disconnect the battery at the power source (wall or floor outlet).

2. Call Emergency Fire Personnel

Fire-Ambulance-Security..............................911

Cell Phone..................................(321) 867-7911

Other Emergency Telephone Numbers (as applicable)

Medical ………………………...………………911

Non-Emergency Security….……(321) 867-2121

Cape Canaveral Air Force Station

Fire-Ambulance-Security.............................911

Cell Phone.................................(321) 853-0911

Non-Emergency Security……...(321) 853-2121