U NIVERSITY OF M INNESOTA

Dept. of Environmental Health and Safety

www.dehs.umn.edu

New RSO Training November 2003

Responsibilities - President, Vice Presidents, Chancellors

• • • Promote safety in all activities Provide facilities that meet University standards for work with hazardous materials Ensure that deans and department heads support Research Safety Program

Responsibilities –

Deans, Department Heads and Directors • • • Identify an RSO Allow RSO adequate time to carry out responsibilities Ensure that college or department complies with safety policies and procedures

Responsibilities –

Supervisors/Principal Investigators • • • • • • Identify specific hazards of lab operations Provide written SOPs to control hazards Train employees on hazards and SOPs Conduct lab audits Enforce safety procedures Investigate accidents

Responsibilities –

Grad Students, Post Docs and Research Workers • • • Attend safety training Follow safety procedures Report hazardous conditions

Responsibilities –

Department of Environmental Health and Safety • • • • Train RSOs on responsibilities and key safety policies Prepare and update University’s generic research safety plan Provide technical resources, e.g., RSO Toolkit www.dehs.umn.edu/training/rso/toolkit.shtml

Monitor and report compliance progress

Research Safety Officer Responsibilities

• • • • • • Act as a liaison Know the rules – http://www.dehs.umn.edu/resources/resources.shtml

Implement a Research Safety Plan Coordinate training Perform audits Keep records

Who should be an RSO?

• • Technical background to consult with faculty on their research Authority to review hazards with PI’s and recommend corrections • Adequate time to meet RSO responsibilities

RSO Relationships

• • Principal Investigator – Supervisor of research lab/project – Provide safe work area DEHS – Technical support – Compliance assistance

RSO responsibilities vary

• • • Department priorities vary Safety committee is helpful DEHS will assist where necessary

Research Compliance

• • • Lab audits – report results to PI Continued non-compliance reported to DEHS and unit head RSO in conjunction with DEHS and unit head can halt imminent hazard

DEHS Assistance

• • • Random inspections and review of compliance records Ongoing non-compliance – report and meet with department head or dean Serious violations – report to Vice President for Research

Serious Violations

• High probability of injury or environmental damage • Violation of state or federal law • Pattern of non-compliance • Large cost involved

Responsibilities –

Research Safety Officers RSO Roles and Responsibilities are described at: www.dehs.umn.edu/training/rso/roles.shtml

Next Presentation

Planning for Research Safety

Fall 2003 New RSO training

Written Safety Plan

• • • • • Required by the federal Laboratory Safety Standard (Appendix A) Purpose – to prevent overexposures (Appendix B) Also addresses other federal, state and local regulations (Appendix C) Laboratory/Research Safety Plan template http://www.dehs.umn.edu/safety/lsp/ Tailor the template for your area of responsibility

Introduction

• • Title ‘

Department of _______________’

Detail who’s covered – fill out the table in Section 2.

• Familiarize yourself with the Roles and Responsibilities in Section 4.

Standard Operating Procedures

• • • • • • • Familiarize yourself with: Chemical SOPs in Prudent Practices (Appendix D) Controlled substances (http://www.dehs.umn.edu/training/controlledsubs.html) Biohazard procedures Radiation procedures Hazardous Waste Guidebook Emergency procedures (Appendix E) Laboratory-specific procedures (Appendix F)

Biosafety Compliance

• • Institutional Biosafety Committee (IBC) http://www.ibc.umn.edu

– Recombinant DNA, Artificial Gene Transfer – Infectious Agents (bacteria, viruses, protozoans, fungi, etc.) – Biologically Derived Toxins – Select Agents

Select Agents

• • • • • Grew out of concern about bioterrorism Covers certain human, animal and plant pathogens and toxins Federal regulation – big fines, jail time for non compliance Go to website (http://www.ibc.umn.edu/select.html) and review appropriate materials Contact Jim Lauer (626-5621, [email protected]

) with questions

Criteria for Control Measures

• • • Understand when to use: Fume hoods/safety shields Gloves, goggles, lab coats Respirators • • Prohibit: Shorts (pants or skirts), sandals Long/loose hair

Functioning Safety Equipment

• • • • Ensure certification tags are current (<1yr) for showers, eyewashes, fume hoods, fire extinguishers Ensure users check eyewashes (weekly) and fume hoods (before each use) Write in other safety systems, as necessary.

Check during regular laboratory audits (Appendix G)

Information and Training

• • • • • Know required initial training topics – Covered by DEHS in 3 rd Thursday training – web training resources http://www.dehs.umn.edu/training/new/ Identify additional department-specific topics to cover with your PIs and lab staff Check out the a/v resources (Appendix H and I) http://www.dehs.umn.edu/training/av.html

Assess activities in department and plan for update training Document training (Appendix M)

Required Approvals

• • • • • Review research within your department Decide which chemicals/procedures require pre-approvals (consider Tables 1-5) Decide on an approval process Write it into this section e.g. http://www.cbs.umn.edu/instr_labs/CBS_LS P_2001/approv.html

Medical Consultation/Examination

• • • • • Understand who is covered and when.

Learn the procedures for filing accident/injury reports (Appendix J): http://www.fpd.finop.umn.edu/groups/controller/document s/index/rmi_contents_wc_forms.cfm

Ensure researchers also know what to do.

Use Accident Investigation Worksheet (Appendix N) as an internal tool to make procedural changes Be wary of volunteers and minors: http://www.ogc1.umn.edu/stellent/groups/ogc/documents/c ontract/OGC-SC105P.pdf

Personnel

• • • • Understand the responsibilities up and down the chain of command.

Name the RSO and the safety committee members in this section Read and understand the RSO duties http://www.dehs.umn.edu/safety/lsp/AppK.

html Delegate duties as necessary.

Additional Protective Measures

• • Consider the procedures listed in this section for ‘high hazard’ work.

Encourage PIs to incorporate these measures into their laboratory-specific Standard Operating Procedures

Paperwork

• • • • Know the records that must be maintained: training, air monitoring, safety equipment checks, etc.

Work with your administrators to choose a system that will work for you.

Review and evaluate your safety plan annually, update as necessary.

Copy DEHS’s Chemical Hygiene Officer

Questions? Need assistance?

• • Contact DEHS (Appendix L) http://www.dehs.umn.edu/

Audits

• • • • • Checklist on the web (Appendix G) http://www.dehs.umn.edu/safety/lsp/labchk 2.html

RSO audits (or delegates task) at least annually.

Report audit findings to PI.

Request response to deficiencies or Follow up on findings.

Safety Equipment

Accessible, functioning, tested & dated annually Lab doors closed, fire extinguishers mounted

Housekeeping

Neat, tidy, no consumables

Chemical Storage

Incompatibles segregated, stored upright, labels readable No double stacking

Toxic Gases

Gases with an NFPA rating of 3 or 4 must be stored and used used only in ventilated enclosures.

Large cylinders of toxic gas cannot be accommodated.

Wastes

Label as‘Hazardous Waste’. Secondary containment for liquids. No open bottles. Caps mandatory.

Waste Labeling

• Include the words ‘Hazardous Waste’ • fill in ‘start date’ • do not overfill bottle • record ingredients and quantities on separate ledger until filled • complete label when filling is complete.

More Waste

Secondary containment, even for boxed waste.

No wastes in public hallways Lab doors closed.

And More Waste

‘Red bags’ for infectious wastes Sharps containers for needles/blades No recapping.

Mechanical Equipment

Unsecured tubing can pop off and flood a laboratory.

Use clamps or other devices to prevent unintended releases

Electrical Equipment

Cords/plugs in good condition.

No exposed wires.

Minimize extension cords.

Outlets and power strips only outside of fume hoods.

Paperwork

• • • • Check whether researchers can access their LSP, MSDSs, Hazardous Waste Guidebook, Radiation Protection Manual, etc.

Check for lab-specific SOPs Check for current training records for all researchers (including PI) Have researchers registered with IBC (if necessary)

Procedures

Watch how researchers carry out protocols: • • • • Hazardous operations conducted in fume hood?

Fume hoods used properly?

Use of proper personal protective equipment?

Etc…..

Report Findings to PI

• • • Ask for action/written response Give a deadline (30 days is reasonable) Identify what’s right as well as what needs improvement

Follow Up

• If no response, contact the PI and cc: department head • • If still no action contact DEHS If still no action, DEHS contacts AHC Next Presentation

Recordkeeping Models

Andy Phelan Hazardous Waste Officer

•

RSO Responsibility: Recordkeeping

RSOs assure that departmental health and safety records and forms are kept in an adequate, accessible, and complete manner.

–

Training

: RSOs maintain (or assure that dept maintains) and monitor for compliance records of all required training provided to research personnel in their department –

Audits

: RSO maintain records of the lab/research space audits they perform and their audit findings and follow-up actions. –

Exposure Monitoring

: RSO maintains file records of research spaces’ air monitoring and any findings.

Common Training Requirements

• • • • • • • Laboratory Safety (Annual) Hazardous Waste (Annual) Bloodborne (& Other) Pathogens (Annual) Radiation Safety (Annual) – maintained by “Permit Holders” in the lab Hazardous Material Shipping (Every 3 years) Controlled Substances (Once) Other Safety, e.g., – Forklift (Once then as needed) – Formaldehyde (Annually)

New Online Training Tutorials

Training Strategies

• • • • Use EHS 3rd Thursday sessions on Lab Safety, Hazardous Waste and Bloodborne Pathogens for initial (or recurring training) Host department wide sessions, with option of including EHS as presenters, especially for recurring training Have smaller group or lab sessions on a regular basis to fulfill requirements, especially recurring and required for Lab Safety Direct staff to video and online training for new or recurring training

Factors in Keeping Track of Training

• • • Number of trainees Variety of training topics Using EHS Training vs. Customized sessions

Keeping Track: Paper

• • • The primary source document (aka “training document”) is usually kept with Department’s central files – Option here is to attach attendee list to a description of training and stores these in an accessible file How does RSO know training status and compliance of the RSO assigned group?

For smaller RSO assigned groups, paper ledger should work fine

Principal Investigator: ___________________________________________________ Training Records of Employees and students Employee/student Job Title and class number Starting employment Date Termination of employment Date Training Record

97 98 Lab Safety Plan Hazardous Waste Radiation Training specific to employees work area 99 2000 2001 2002

Date of training

2003 2004 2005 2006 2007 2008

Computer Resources: PeopleSoft

• • • Records of EHS 3rd Thursday training http://www.umreports.umn.edu/ Log in, go to HR Reports, then to Training History and choose your area and department; check “all reports” and completed training Can download to an Excel Spreadsheet and sort for “EHxxxx” courses If those using the HW Video or Online training register their training, it will also be on the UM Report

Name Allumallu,Varaprasad Satya Emplid 2502635 7/19/2001 Barnes,Alexander Phillip Bauleke,Janet M 1830137 5/16/2002 2105608 9/19/2002 Charboneau,Darlene Elaine Girtz,Christian Josef Le,Hoa Thuan Le,Hoa Thuan 1697888 5/16/2002 2280312 7/19/2001 1795461 5/16/2002 1795461 4/10/2001 Masters,Barbra L Toedter,John Frye Lee Barnes,Alexander Phillip Masters,Barbra L Phelan,Andrew Philip Straumann,Richard L Phelan,Andrew Philip Charboneau,Darlene Elaine 1730333 7/18/2002 1604021 7/19/2001 1830137 4/30/2002 1730333 4/30/2002 740978 4/30/2002 934819 1/31/2002 740978 5/31/2002 1697888 5/16/2002 Le,Hoa Thuan Allumallu,Varaprasad Satya Girtz,Christian Josef Le,Hoa Thuan Straumann,Richard L Toedter,John Frye Lee 1795461 5/16/2002 2502635 7/19/2001 2280312 7/19/2001 1795461 4/10/2001 934819 12/20/2001 1604021 7/19/2001 Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Employee or Non Employee Course Title Employee Employee EH1001 EH1001 Hazardous Waste Class Lab Safety Hazardous Waste Employee Employee Employee Employee EH1001 EH1001 EH1001 EH1001 Lab Safety Hazardous Waste Lab Safety Hazardous Waste Hazardous Waste Class Lab Safety Hazardous Waste Employee Employee Employee Employee Employee Employee Employee Employee Employee Employee Employee Employee Employee Employee Employee EH1001 EH1001 EH1001 EH1002 EH1002 EH1002 EH1002 EH1003 EH2001 EH2001 EH4001 EH4001 EH4001 EH4001 EH4001 Hazardous Waste Class Lab Safety Hazardous Waste Hazardous Waste Class Completed Haz Waste Video Completed Haz Waste Video Completed Haz Waste Video Completed Haz Waste Video Completed HW Online Training Bloodborne Pathogens Class Bloodborne Pathogens Class Laboratory Safety Plan Class Laboratory Safety Plan Class Laboratory Safety Plan Class Laboratory Safety Plan Class Laboratory Safety Plan Class

PeopleSoft for All EHS Training?

• • Will need administrative person (or RSO!) to enter records of non-EHS training through PS – Departmental-wide training – Lab updates, videos, etc.

Three departments have tried this with some success, but does require upfront effort – But time involved in any tracking system

• •

Spreadsheet and Simple Databases

Use Excel as a simple ledger for smaller RSO assigned groups For larger groups, problems keeping track of new and terminated trainees – Use downloads from http://www.umreports.umn.edu/ Log in, go to HR Reports, then to “Personnel Detail Information” and choose your area and department to get active employee roster – Need to periodically update or merge rosters • See UM Reports on new and terminated employees

UPDATED

Type of Training

9/30 /03 ENVIRONMENTAL HEALTH & SAFETY

Bloodborne and Other Pathogens

TRAINING DATES NAME LAB DATE OF HIRE TERM DATE INITIAL TRAINING 2002 REFRESHER 2003 REFRESHER 2004 REFRESHER 2005 REFRESHER 29 CFR 1910.1030, Occupational Exposure to Bloodborne Pathogens Employees with anticipated skin, eye, or mucous membrane contact with human blood, blood components, or other potentially infectious materials Austin, Mike Casura, Greg Charboneau, Darlene Errede, Dawn Lauer, Jim Moody, Craig Nellis, Melissa Phelan, Andy

Safety 7/1/1981 Safety Biosafety Labsafety 6/15/1992 Biosafety 7/1/1981 Safety 7/29/1985 4/1/02 11/19/1992 Biosafety 12/22/1988 HazWaste 7/13/1981 6/1/97 5/14/98 4/17/02 6/1/97 6/1/97 N/A 6/1/97 6/4/99 12/31/02 N/A 4/17/02 5/14/02 1/15/02 N/A 2/14/02 3/15/03 N/A 4/15/03 4/15/03 1/4/03 N/A 1/17/03 9/25/03 N/A N/A

Annual Record 2003

Name Beauvais,Julie A Iyamba,Efeiom Bauleke,Janet M Charboneau,Darlene Johnson,David R Christenson,Gene H Little,Andrea R Martin,Patrick J Paulu,David Gordon Emplid DeptEntry Date 1586509 01/10/94 1701044 04/03/00 2105608 01/02/74 1697888 04/01/02 1175680 01/25/89 1795461 02/25/02 1454167 02/28/00 1572364 11/17/87 1864957 11/02/00 OrigHireDt 01/10/94 02/07/95 01/02/74 10/01/93 01/25/89 10/02/96 02/24/97 11/17/87 03/06/00 JobCode EntryDate 01/09/98 04/03/00 07/05/99 10/01/93 12/28/92 07/20/98 01/01/01 11/24/97 02/11/02 HW Gen 9/18/03 na na 5/21/03 9/18/03 na 9/18/03 na BBP n/a na na 5/22/03 na 5/22/03 na 10/10/02 Chem Hyg n/a na na 5/23/03 na 5/23/03 na MERTKA 4/23/94 5/24/98 5/24/98 4/13/98 11/30/83 Rad n/a 11/17/95 na na 2/29/03 10/14/02 Others n/a na na na na na na 1/3/01 na