United States	Region 10	Idaho
Environmental Protection	1200 Sixth Avenue	Oregon
Agency	Seattle WA 98101	Washington	
Water Division	November 1986
AEPA EPA Region 10
Coordination Protocol for
Distribution of Groundwater
Sampling Results

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EPA REGION 10
COORDINATION PROTOCOL FOR DISTRIBUTION
OF GROUND-WATER SAMPLING RESULTS
APPROVAL
Gary
Director, Air and Toxics Division
-

Robert S. Burd	Date
Director, Water Division
KomJMJ-, JLvJL	6lzojx£
;Cy-Charles Find ley	Date/
Director, Hazardous Waste Division
JL* CftU)		c/3o/a&
Jary 0"Neal	Date
A Ben Eusebio, Acting Director	Date
Environmental Services Division

SJjS-EPA LIBRARY REGION 10 MATERIALS
RXOOOOCnbOS

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EPA REGION 10
COORDINATION PROTOCOL FOR DISTRIBUTION OF
GROUND-HATER SAMPLING RESULTS
I.	INTRODUCTION
EPA programs are frequently involved 1n sampling ground-water to
determine the presence and levels of contamination. In some cases, the sample
results yield data which Identify an existing or potential threat to human
health, and mandate that immediate action take place to protect the population
at risk. At the very least the well owner or supplier of drinking water must
be promptly advised of the sample results and their significance.
Frequently, several EPA Regional Program Offices, as well as certain
state and local agencies also need to know the results of ground-water
sampling and must be advised in a timely manner. These organizations must
also be prepared to act on this information, direct it quickly to the ultimate
receiver, and offer assistance and advice.
This protocol establishes a standard procedure for the notification,
coordination, and handling of the results of EPA Initiated or supported
ground-water sampling activities.
II.	DEFINITIONS
For the purpose of this protocol, the following definitions apply:
1.	Project Field Coordinator (PFC>
The Individual responsible for actual sample collection or the
direction of sample collection by a contractor. The PFC Is also
responsible for coordinating the sample with the Quality Assurance
(QA) Office and with the Regional Sample Control Center.
2.	Media Project Manager (MPM)
A representative from a Regional media program that Initiates a
ground-water sampling activity or is paying for the sampling in
which the laboratory analysis is an EPA responsibility. In some
cases, the MPM may also be the Project Field Coordinator.

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3.	QUALITY ASSURANCE PLAN/QUALITY CONTROL (QA)/(QC)
Those existing Quality Assurance (QA) and Quality Control (QC)
procedures that are applicable to the sampling and analysis of
ground water. Included is the preparation of a QA project plan
validation and transmittal of the data package to the EPA Media
Project Manager.
4.	REGIONAL SAMPLE CONTROL CENTER (RSCC)
The organization, located in the Environmental Services Division,
which ensures that adequate QA and sampling plans exist prior to
acceptance of a sample, controls sample flow to the Regional and
contract laboratories and coordinates sample analysis priorities
between media programs and the laboratories. The RSCC is the focal
point for information regarding the analysis effort.
5.	CATEGORY I SAMPLING RESULTS
Analytical results which indicate that a contaminant is present in
concentrations which are an actual threat to human health or are
likely to generate public interest. Usually a drinking water source
will be involved or threatened and top priority action is required.
6.	CATEGORY II SAMPLING RESULTS
Analytical results which establish that a contaminant is present in
concentrations which are an actual threat to human health or the
environment, or that, as follow-up to preliminary indications of
significant contamination, no confirmation of the suspect
contaminant was found. The circumstances of a Category II event do
not warrant the level of top management involvement or the urgency
of actions described for Category I results.
7.	CATEGORY III SAMPLING RESULTS
Analytical results which indicate or confirm that no significant
health or environmental threats are presented by a contaminant, or
that no contamination was found. Routine actions and response time
are appropriate.
8.	WATER SUPPLIER/CONSUMER
The official responsible for the operation of a system using ground
water to supply drinking water to the public or the owner and/or
user of a private or individual well.

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III. POLICY. RESPONSIBILITY. AND PROCEDURES
A. POLICY/APPLICABILITY
1.	This protocol applies to all ground-water samples for which a
project code has been assigned by the Regional Sampling Control
Center (RSCC). The assignment of a project code requires Regional
QA Office approval of a Quality Assurance Project Plan and places
the sample, analysis and data package under the control of the
RSCC. This procedure is illustrated in Annex A.
2.	In the case of samples submitted directly to the RSCC by a state or
local agency, for which there is no other EPA program oversight, the
Office of Ground Water will assume the Media Project Manager
responsibilities for purposes of implementing this protocol. Upon
receipt of a sample for which a project code is assigned, the RSCC
will notify the appropriate EPA media program or the Office of
Ground Water. Upon receipt of the completed data package, the RSCC
will again notify the appropriate program who will implement the MPM
actions.
3.	Any result from the laboratory analysis of ground water is
significant. Those results which indicate an actual or potential
threat to human health, either through direct contact or drinking
water, are critical and must be handled in an expeditious manner.
Timely notification of the water consumer 1s critical to public
health protection and to the credibility of the Agency. Sufficient
information must be developed to allow EPA to provide an explanation
and an assessment of the meaning of the results and impact to the
ground-water resource or the consumer. In addition, timely
notification must be made to those EPA Program Offices, state
agencies, and local agencies with a need to know.
4.	All procedures outlines in this protocol will take place as quickly
as practicable. In the case of Category I sample results, immediate
action, measured in hours, is anticipated in completing all
notifications. Category II sample results are expected to be
processed within five working days of receipt. Category III results
will be distributed to appropriate offices within 30 days of receipt
5.	The notification and coordination procedure to accomplish the above
tasks is shown in Annex B. This scheme describes the general
procedures to be followed. Variations may be dictated by the
circumstances of a particular situation; however, variations from
these prescribed procedures for Category I sampling results may be
authorized only by the appropriate media Division Director.

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B.	RESPONSIBILITIES
1.	Project Field Coordinator (PFC)
As defined in Section II, the PFC is an EPA Region 10 person who is
responsible for the actual sample collection at the field site or
directs and oversees the sample collection by an EPA contractor.
The PFC will coordinate the sample analysis through the Regional
Sample Control Center, the Regional Quality Assurance Office and, if
appropriate, the Media Project Manager. The PFC will also act to
assure data validity. Upon completion of these actions, the PFC
will provide the data package to the Media Project Manager. In the
event the PFC is also the Media Project Manager, the PFC will assume
the responsibilities listed below for the Media Project Manager.
2.	Media Project Manager (MPM)
The MPM is responsible for the preliminary analysis and
classification of the sampling results and the distribution and
coordination of any subsequent inter-program action among the
Regional Program Offices (including the Operations Offices) unless
relieved of these responsibilities by his/her supervisor. Upon
receipt of the analysis results from the PFC, the MPM will evaluate
the health implications of the information. If necessary, the MPM
will ask the Drinking Water Programs Branch and the ESD Toxtcologist
to assist in making this preliminary health assessment. It is the
intent of this protocol that this evaluation be accomplished as
rapidly as possible, using readily available personnel and
information. Based on the threat posed by the contaminant, the MPM
will categorize the information as Category I, II, or III and
immediately initiate the appropriate actions described below.
C.	PROCEDURES
1. Category I Data
Because of the health and environmental implications, the actions
taken in handling these sampling results are time critical. The
review and decisions regarding subsequent EPA actions must receive
priority from both technical and management levels. Unless unusual
circumstances dictate otherwise, the following procedures shall be
completed within hours.
Following the determination that the results are Category I Data,
The Media Project Manager will notify his/her division chain of
command who in turn will contact the other Regional Program
Divisions, beginning at the Division Director level, and the
applicable Operations Office Director. This notification will be
either by telephone or direct personal contact.
Upon receipt of the notification, the Division Directors or their
designees, the Operations Office Director and such staff members as
appropriate, will meet to plan subsequent EPA strategy. This
strategy will include actions to communicate with the press, the
general public and others as appropriate.

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Once the data have been analyzed and an action plan formulated,
unless otherwise directed by the appropriate media division, the
Operations Office Director will notify the appropriate state
officials of the results and be prepared to take whatever subsequent
actions are necessary to facilitate the coordination among state
agencies and notification of local officials and the water
supplier/consumer.
Following the notification of state and local officials and the
notification and explanation of the results to the water supplier,
considerable follow-up activity and communications from state
agencies, other public officials, the media and the general public
may be expected. The Operations Office will, unless otherwise
directed, assume the lead in handling these matters. The EPA Press
Officer will provide advice and assistance in handling media
communications as necessary. Contact between EPA media programs and
their state counterparts will take place as appropriate.
After completing the notifications, the MPM will prepare and
distribute a written summary of the information using the
Ground-Water Information Summary Sheet (Annex C).
2.	Category II Data
Category II sampling results are significant from a health and
environmental point of view and require the attention of the
Regional Office and the applicable Operations Office. Notification
of the state, appropriate local agencies, and the water
supplier/consumer is also required.
Following a classification of sampling results as Category II, the
MPM will notify his/her divisional chain of command and, unless
otherwise directed, prepare and distribute a Ground-Water
Information Summary Sheet. The information will also be provided to
the appropriate Operations Office by telephone. These actions shall
be completed within five working days. THe Operations Office will
be the primary point of contact with the state, the media and the
public, and will take appropriate action. It is particularly
important to ensure that a timely notification and explanation of
the significance of the finding to the water supplier be made. The
Regional Press Office and the Program Offices will provide support
as required.
3.	Category III Data
When sampling results are classified as Category III data, the MPM,
unless otherwise directed, will prepare a Ground-Water Summary
Sheet, consolidating the results as appropriate and forward to the
Operations Office and Office of Ground Water within 30 days.

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IV. FOLLOW-UP AND FEEDBACK
This protocol establishes procedures for the rapid assessment and
distribution of health and environmentally sensitive data resulting from
the analysis of ground-water samples. To complete the procedures, the
state must take action to notify the well owner, water supplier or
consumer whose water is affected and explain the significance of the
results. However, if this fails to occur, EPA must be prepared to take
action to make this notification. The exact procedures used to
accomplish this cannot be prescribed and must be determined on a
case-by-case basis. The Operations Office will either accomplish this
notification or assume the lead in whatever action is taken unless, in
conjunction with the Program Offices, a different procedure is adopted.

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REGIONAL SAMPLE CONTROL CENTER
EPA REGION X Annax A
USERS REQUEST FOR ANALYSIS
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EPA ftEQION X Annex B
GROUND WATER SAMPLING
NOTIFICATION COORDINATION PROCEDURE
KEY
Primary Notification Route
Direct Contact-
Decision Support
Coordination
EPA
SAMPLE
CONTROL
CENTER
ISTRIBUTIO
Oata Package
PROJECT FIELD MEDIA PROJECT
COORDINATOR I MANAGER
DATA PACKAGE
CLASSIFICATION
ORIGINATING
MEDIA DIVISION
ENVIRONMENTAL
SERVICES DIV.
MEDIA
DIVISIONS
OPERATIONS
OFFICES
STATE
AGENCIES
NOTIFICATION
EXPLANATION
WATER SUPPLIER/
CONSUMER
LOCAL
AGENCY

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EPA REGION X Annex C
Ground-Water Information Summary
U.S. Environmental Protection Agency, Region 10
Activity Name - Location:
Regional Lead (Branch/Section):
Contact Person/Phone:
Activity/Decision(s) Affecting Ground Water:
Area Description:
Anticipated Effect(s) on Ground Water:
Potential Problem Areas:
Action Taken.
Date
Signature

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