Chemical Hygiene Plan

1. Purpose of the CHP

Portland State University (PSU) has committed to create, maintain, and enhance a safe and healthful environment for all individuals associated with the institution, including students, faculty, staff, volunteers and visitors.  A part of demonstrating this commitment to chemical safety is documenting the program in the Chemical Hygiene Plan (CHP).

In accordance with Oregon Administrative Rule (OAR) 437-002-0360 Toxic and Hazardous Substances, the purpose of CHP is to provide guidance and protocols for the protection of faculty, staff, students and visitors at PSU from the potential health hazards associated with chemicals used across campus.

The CHP and each lab’s addendums must be accessible at all times to all personnel who work in areas containing hazardous chemicals.

2. Scope of the CHP

In general, the policies and procedures in the CHP apply to all PSU faculty, staff, students and visitors working with hazardous chemicals. This may extend to off-campus locations and to field workers who use hazardous chemicals for their work. The CHP shall also serve as a notice of University policies and contains descriptions of best practices for working with hazardous chemicals.  

The PSU CHP is not sufficiently detailed to address every practice, process, procedure related to the handling and use of hazardous chemicals, nor the use of every piece of equipment used in each laboratory at PSU. An addendum to the CHP must be provided that addresses specific risks and hazard-specific information for any location or space in which chemicals are handled. The laboratory Faculty Lead (who may also be the Principal Investigator (PI)) or Laboratory Manager is responsible for making sure that this is current and updated at least annually.

The PSU Environmental Health & Safety (EHS) website contains information about environmental, health and safety policies and procedures for all PSU work areas, not just laboratories. Specific policies and procedures may be found at:

• Biological Safety
• Radiation and Laser Safety 
• Field Work Safety 
• Safe Driving 
• Animal Care and Use or to reach PSU’s IACUC (Institutional Animal Care and Use Committee)

3. Definitions

Action Level - A concentration designated in OSHA regulations for a specific substance, calculated as an 8-hour time weighted average (TWA), that initiates certain required activities.

Bloodborne Pathogen - Infectious microorganisms that are present in human blood and can cause disease in humans. These pathogens include, but are not limited to, Hepatitis B Virus (HBV) and Human Immune Deficiency Virus (HIV).

Chemical Hygiene Plan (CHP) - A written program developed and implemented that sets forth procedures, equipment, personal protective equipment and work practices that are capable of protecting employees from the health hazards presented by hazardous chemicals used in the laboratory.

Designated Area - An area that may be used for work with select carcinogens, reproductive toxins or substances that have a high degree of acute toxicity. A designated area may be the entire laboratory, an area of a laboratory or a device such as a laboratory hood.

Field - An area outside a laboratory or workplace setting in which chemicals may be used.

Flammable Liquid - A material that has a flash point below 60 C (140° F) and a vapor pressure not exceeding 40 pounds per square inch, absolute (psia) at 38 C (100° F).

Global Harmonized System (GHS) - A system for standardizing and harmonizing the classification and labeling of chemicals. It is a logical and comprehensive approach to:

• Defining health, physical and environmental hazards of chemicals;
• Creating classification processes that use available data on chemicals for comparison with the defined hazard criteria; and
• Communicating hazard information, as well as protective measures, on labels and Safety Data Sheets (SDS).

Hazardous Chemical - Anything with a GHS classification symbol.

Laboratory - An area (single room, a group of rooms, or a part of a room identified as a particular researcher’s space), where chemical manipulations are done for research or educational purposes. The manipulations must be done on a small scale (one person can easily handle the volume of the chemical in use), not on production level (where one process is performed repeatedly to produce a product for others).

Laboratory Scale - Work with substances in which the containers used for reactions, transfers, and other handling of substances are designed to be easily and safely manipulated by one person. Also may be called Bench Scale.

Laboratory Standard - The procedures and standards encompassed by OAR 437-002-0360

Laboratory Use of Hazardous Chemicals - Handling or use of such chemicals in which all of the following conditions are met.

1. Chemical manipulations are carried out on a laboratory scale.
2. Multiple chemical procedures or chemicals are used.
3. The procedures involved are not part of a production process nor in any way simulate a production process.
4. Protective laboratory practices and equipment are available and in common use to minimize the potential for employee exposure to hazardous chemicals.

Must/Should - In this document, "must" indicates a required condition or action; "should" indicates a preferred practice or condition.

Permissible Exposure Limit (PEL) - For uses of OSHA regulated substances, the employer  shall assure that employees’ exposures to such substances do not exceed the permissible exposure limits specified in 29 CFR Part 1910, Subpart Z.

Reproductive Toxins - Chemicals that affect the reproductive capabilities including chromosomal damage (mutagens) and effects on fetuses (teratogens).

Select Carcinogen - Any substance that meets one of the following criteria:

1. It is regulated by OSHA as a carcinogen; or
2. It is listed under the category “Known to be Human Carcinogens”, in the latest Report on Carcinogens published by the National Toxicology Program (NTP) (latest edition); or
3. It is listed under Group 1 (carcinogenic to humans) by the International Agency for Research on Cancer Monographs (IARC) (latest editions); or
4. It is listed in either Group 2A or 2B by IARC or under the category “Reasonably Anticipated To Be Human Carcinogens” by NTP
5. It is designated by the PSU Chemical Hygiene Committee as a PSU-regulated extreme-hazard or high-hazard carcinogen.

Studio - A space in which chemicals are used for non-scientific purposes.

4. Roles and Responsibilities

Department of Environmental Health and Safety (EHS) 

EHS is responsible for determining the minimum requirements of the CHP that all laboratories shall follow. EHS is responsible for working with faculty, staff, students, and visitors to develop and implement appropriate chemical hygiene practices and procedures. To accomplish this, EHS shall:

1. Establish procedures to monitor the use and disposal of chemicals used in the laboratory. 
2. Establish procedures to perform periodic Laboratory Safety Assessments to ensure that appropriate laboratory chemical hygiene and housekeeping practices are conducted and each faculty head of lab maintains adequate records. 
3. Provide basic training resources for employees and faculty heads of lab. 
4. Perform periodic inspections of fire extinguishers, safety showers, eyewash units, and chemical fume hoods according to regulations and best practices.. 
5. Coordinate periodic laboratory assessments under the direction of the Chemical Hygiene Committee.
6. Assist Departments and Faculty Leads to develop adequate precautions. 
7. Communicate the current legal requirements relating to worker safety and handling of hazardous chemicals. 
8. Work with the Chemical Hygiene Committee to develop, implement, and maintain compliance with appropriate chemical hygiene policies and procedures. 
9. Abate imminent health hazards.
10. Monitor chemical hygiene training for compliance with code-mandated items (i.e., local, state and federal laws) and PSU policy and procedures, including the maintenance of some employee training records (e.g., completion of radiation safety training, completion of annual working safely in a lab training, completion of chemical hazard assessments, etc.) 
11. Coordinate the chemical waste disposal program.
12. Disseminate information to Department Chairs regarding new policies relating to the CHP and/or EHS. 
13. Review the PSU CHP annually. 

PSU Chemical Hygiene Committee (CHC)

The University CHC is responsible for reviewing and approving any changes to the PSU CHP. The CHC, in conjunction with EHS, shall also make recommendations for correction. The CHC shall:  

1. Work with administrators, EHS, Faculty Leads, and other PSU employees to develop and implement appropriate chemical hygiene policies and practices. 
2. Disseminate information to Department Heads regarding new policies relating to the CHP and/or EHS. 
3. Discuss near-miss and incident reports that have occurred in PSU laboratories, as necessary.
4. Review the PSU CHP annually. 

PSU Chemical Hygiene Officer (CHO)

The University CHO is responsible for developing and implementing the provisions of the CHP.   As a permanent member of the CHC, the CHO works with the CHC to incorporate regulatory requirements and best practices to ensure the safety of laboratory workers. The CHO facilitates and assists periodic review and changes to the PSU CHP. The CHO shall:  

1. Review the regulatory landscape and university climate for improvements and modifications to the CHP.
2. Work with CHC, administrators, EHS, Faculty Leads, and other PSU employees for continuous improvement to PSU’s chemical hygiene policies and practices. 
3. Assist the CHC and EHS with the dissemination of information to Department Heads regarding new policies relating to the CHP and/or EHS. 
4. Assist the CHC and Stockroom with near-miss and incident investigations that have occurred in PSU laboratories, as necessary.
5. Facilitate annual review of the PSU CHP. 

Chemistry Stockroom

The stockroom serves as a central location for chemical package processing and bulk chemical inventory storage. The stockroom has a role in research and classroom support and training. To accomplish this, the stockroom will:

1. Process chemical packages. Upon receipt of chemical packages, the Stockroom verifies contents, inventories the item (including application of PSU label with the name of the faculty lead and date received), confirms Chemical Hazard Assessment (CHA) completion, and contacts the lab for retrieval.
2. Ensure any chemicals leaving the stockroom have completed CHAs.
3. Provides GHS compliant labels for any chemicals ordered from Stockroom inventory.
4. Manage transportation to and from researcher labs on campus. This includes maintaining transportation tools such as carts, carriers, and dollies in working/safe condition. 
5. Help to reduce the accumulation of chemicals on campus by  providing a robust inventory of common solvents and chemicals for purchase by researcher labs. 
6. Assist labs with accessing the stockroom inventory of chemicals for redistribution. 
7. Maintain an inventory/stock of compressed gas cylinders, cryogenics (dry ice, liquid nitrogen), and dry solvents for use by research labs.
8. Assist labs with finding safe storage solutions for compressed gas cylinders in their lab.
9. Manage the lab coat program for research and teaching labs. This includes checking out coats, collecting used/contaminated coats, and sending the coats out for laundering. 
10. Deliver Working Safely in the Lab Training (required annually for all PSU researchers) on a monthly basis.
11. Participate in Laboratory Safety Assessments as members of the CHC
12. Assist EHS with lab closeouts/decommissions by providing advice, redistribution of reagents, and coordination with the Waste Lab.
13. Work with administrators, EHS, Faculty Leads, and other PSU employees to develop and implement appropriate chemical hygiene policies and practices. (copied from document) Stockroom staff participation with the CHC.
14. Stockroom staff is responsible for preparations for chemistry teaching labs and provides information to the teaching assistants about lab safety hazards that concern each lab. Staff ensure that all people working in the labs are wearing PPE. Staff are available when classes are in session and will provide assistance for any emergencies, incidents, and spills. They will communicate with EHS, CPSO, Emergency Services, and the Department of Chemistry when any incidents occur.

Dean

Deans have direct responsibility for ensuring compliance in Units and Departments under their authority.

Department Chairs 

The Department Chairs (or their appointee) shall serve as a departmental point of contact for EHS and shall: 

1. Be responsible for helping communicate local, state, and federal regulations, as well as PSU policy to department faculty, staff, and employees. 
2. Ensure that Faculty Leads that plan on vacating a laboratory space decontaminate and clean all equipment, work areas, and storage areas prior to another PI’s use of the laboratory. A vacating Faculty Lead shall initiate the PSU Laboratory Decommissioning Program checkout procedure by contacting EHS as soon as said the Faculty Lead knows they will be vacating a laboratory. 

Faculty Lead 

The Faculty Lead is the individual who has primary responsibility for safety in the laboratory. In many cases this may also be the Principal Investigator (PI). This individual shall: 

1. Develop a laboratory-specific standard operating procedures (SOPs) for their laboratory(ies). The SOPs should be detailed for each piece of laboratory equipment and process. 
2. Prepare laboratory-specific SOPs for all hazardous laboratory operations that reflect appropriate safety practices and precautions. Verify that all appropriate Chemical Hazard Assessments have been performed prior to work.
3. Have a working knowledge of the PSU CHP. (Train their people on its location and responsible for them knowing where it is and how to access it?
4. Maintain a copy of the current SOPs in the laboratory(ies) and document that all employees have read and understood the SOPs. 
5. Ensure employees work in accordance with the CHP and SOPs. 
6. Review and update any SOPs at least annually and any time a new piece of equipment or process is added to the laboratory. The current SOPs shall be maintained for easy access in either electronic (website, .pdf) or paper form. 
7. Ensure PPE relevant for each hazard in the laboratory is available and in good condition. 
8. Provide and document any necessary required safety training(s) for employees and students that work in their laboratories. 
9. Perform a Laboratory Safety Self-Assessment at least annually. basis. 
10. Investigate near-misses and accidents, and document these incidents (Near Miss and Incident Report Form). With the goal of improving laboratory safety in mind, encourage employees to report near-misses and accidents, as these are important learning opportunities. Safety improvements to equipment or procedures may occur as a result of discussing these incidents. 
11. Investigate injuries and overexposure events. Appropriately document and report injuries/overexposure events to human resources. Request the help of Human Resources and EHS as necessary. 
12. Evaluate the need for PPE and/or chemical exposure/environmental monitoring. Hazard Assessment and PPE recommendations and resources are available in this CHP. Employees should be involved in the hazard assessment process. 
13. Be aware of activities that require EHS oversight or approval prior to beginning work or purchasing equipment. An approval from the Radiation Safety Officer (RSO) prior to acquiring and using radioisotopes or x-ray emitting equipment is required. Work with potentially hazardous biological agents and/or recombinant DNA shall be registered with the Institutional Biosafety Committee (IBC). Use of extreme-hazard or high-hazard carcinogens may require review by the CHO and/or approval by the CHC 
14. Report any deficiencies that require Departmental or higher-level action to the Department Chair and EHS. 
15. Serve as a positive example to all other employees by wearing appropriate PPE upon entering and working in a laboratory, encouraging good housekeeping and chemical hygiene practices, periodic training compliance, and following the SOPs. 
16. Prior to the termination of an employee, ensure that any equipment, work areas or storage areas used by the employee are clean and decontaminated. Ensure that any hazardous or infectious waste generated by the vacating employee is properly labeled (labels available from EHS) prior to the worker’s termination. Ensure work and storage areas are free of samples, chemical or biological residues, and hazardous and non-hazardous waste. 
17. Initiate the PSU Lab Decommissioning Program as soon as intent to vacate is known. Ensure that upon vacating a laboratory space, all equipment, work areas, and storage areas are clean and decontaminated prior to a new faculty head of lab’s use of the laboratory. Ensure that any hazardous or infectious waste is labeled and disposed of properly. Work and storage areas should be free of samples, chemical or biological residues, and hazardous and nonhazardous waste, in preparation for the next faculty head of lab that will occupy the laboratory. 

Laboratory Worker 

Each laboratory worker is responsible for planning and conducting all laboratory operations in accordance with the PSU CHP, their faculty head of lab’s SOPs, developing good chemical hygiene and housekeeping habits, selecting and using appropriate PPE, reporting safety deficiencies to the faculty head of lab, and taking advantage of appropriate training opportunities.

5. General Laboratory Procedures and Practices

The risks associated with working in a laboratory environment can be mitigated by proper handling, storage and disposal of chemicals; and by following good housekeeping practices.  Some basic precautions can help minimize hazards, the following practices are to be observed at all times.

A. Laboratory Housekeeping

• Each lab worker is responsible for maintaining a clean and uncluttered work space. This will help prevent spillage, breakage, personal injuries, and unnecessary contact with chemicals.
• Lab workers are jointly responsible for common areas of the laboratory.
• Spills must be cleaned up immediately from work areas and floors.
• All work areas must be kept clean, clear and free from hazards.
• All floors, passage ways, and ingress/egress points should be clear and unobstructed at all times.
• Access to emergency equipment and utility controls must not be blocked.
• Windows in lab doors should not be covered. Windows allow for emergency response personnel to be able to see into the room to assess the situation without entering.
• Limit the amount of laboratory waste stored in the lab at any time.
• Lab notebooks and other research papers represent a fire hazard and should not be stored in spaces where hazardous chemicals are handled.

B. Laboratory Working Practices

• Personnel should not work in the lab alone, but more hazardous procedures must not be undertaken alone.
• Any visitor to the laboratory is to be escorted by a member of the lab and is the responsibility of that lab. They must adhere to the appropriate safety rules.
• While conducting unattended operations, place appropriate information on a Safe Operating Card (Appendix B) and provide for containment of hazardous substances in the event of a catastrophic failure (such as cooling water).
• If music (or other audio entertainment) is played in the lab it must not exceed a volume at which verbal warnings and alarms can be clearly heard. Headphones are discouraged and should be recognized as a potential hazard as they may prevent personnel from hearing alarms and warnings.
• Always be aware of your surroundings and other activities in the lab.
• Confine long hair and loose clothing (Section 10.D.).
• Wear appropriate attire, including closed-toe shoes, at all times in the laboratory (Section  10.D.).
• Appropriate PPE, including proper eye protection, must be worn when in the lab (Section 10).
• Employees must be alert to unsafe conditions and must ensure that such conditions are corrected when detected.
• Clean up any spills on work surfaces as soon as possible to prevent chemical residue accumulation.
• An appropriate assessment of all hazards must be carried out before any procedure is attempted.
• Be aware of chemical incompatibilities.
• All chemicals should be appropriately stored at any time when they are not in use.
• Secondary containment must be used whenever appropriate.

C. Preventing Chemical Exposure

• Avoid skin contact with hazardous chemicals.
• Be aware of the scope for cross contamination:
  • Do not sit on workbenches.
  • Care should be taken with items that you will place close to your person (e.g. cell phones).  The use of such items with gloved hands or placing them on work benches is like to lead to chemical cross contamination.
  • Remove gloves before leaving the lab or before using items such as cell phones, computers, calculators, etc.
  • The use of lab notebooks in areas where chemical cross contamination is likely is discouraged.  Best practice is to restrict notebook use to office space only.
• Do not taste or ingest chemicals.
• Use a vacuum or pipette bulb. Do not pipette by mouth.
• Use engineering controls (e.g., fume hoods, centrifuge rotor hoods) appropriately to minimize chemical exposure.
• Flammable, corrosive, or toxic volatile materials shall be vented or trapped when they are evaporated, for example with rotary evaporators or similar devices.
• The use of air aspirators is preferred over the use of water aspirators.
• Plan operations, equipment, and protective measures based on knowledge of the chemicals in use.
• Lab workers must be aware of the location and proper operation of lab safety/emergency equipment (first aid kit, fire extinguisher, chemical spill kit, eyewash, safety shower, etc.).
• All laboratory incidents must be reported through the online Laboratory Near-Miss and Incident Reporting form. Lab workers should report unsafe laboratory practices or conditions to their Faculty Lead and/or department chair and EHS. The Faculty Lead is responsible for correcting unsafe practices or conditions in a timely manner.
• Follow the standard operating procedure for any equipment and process used.
• Always wash your hands before leaving the lab.

D. Food and Drink

• Eating, drinking, tobacco use and cosmetic application are not permitted in laboratories. Exception: designated areas that are clearly denoted by signage in which hazardous chemicals, PPE, biological agents, etc. are prohibited.
• Food for human consumption must not be stored in a refrigerator that has been used or is being used to store chemicals.
• Ice produced by ice machines for laboratory use must not be used for beverages, food, or food storage.
• No equipment used for laboratory operations should be used for storage, handling, or consumption of food or beverages.
• Wash hands before using the restroom and before eating, smoking, or applying cosmetics. Wash areas of exposed skin, e.g. forearms, frequently if there is potential for contact with chemicals.

6. Hazard Assessment

The research laboratory is a unique, ever-changing environment. Research experiments change frequently and may involve a wide variety of hazards (for example, chemical, physical, biological, radiological, and so forth). The individuals or teams of people conducting the experiments may be at varying stages in their academic or professional careers. Their backgrounds and experiences may vary, but hazard identification, hazard evaluation, and hazard mitigation in laboratory operations are critical skills that must be part of any laboratory worker’s education. Integrating these concepts into research activities is a discipline researchers must establish to ensure a safe working environment for themselves and their colleagues.

Hazard assessment is a continuous process. Once an assessment is made and well-thought-out controls are put in place, there needs to be an assessment of the effectiveness of the controls, which leads back to an updated hazard assessment.

The American Chemical Society (ACS) web page Hazard Assessment in Research Laboratories is an excellent source for information on different ways to identify and evaluate hazards in the laboratory: 

A. Standard Operating Procedures (SOP):

Development of an effective SOP requires a comprehensive approach to hazard analysis. In addition to analyzing the hazards associated with each step of the experiment, an SOP must also consider other important aspects such as regulatory concerns, human factors (experience and training), the facility where the experiment will be performed, management of waste materials, emergency response, etc. Because of its comprehensive nature, development of an SOP requires more time and effort but results in a greater appreciation and understanding of the process of identifying potential hazards and mitigating associated risks. The following four methods of hazard analysis can be used as the first step in developing an SOP. 

B. Job Hazard Analysis:

Job Hazard Analysis (JHA) focuses on a specific job or task performed in the laboratory. The job is broken down into individual steps. The possible hazards/risks associated with each step are considered and appropriate controls are identified to reduce or eliminate the risk. The steps of a completed JHA can be easily converted into SOPs for routine laboratory operations with known hazards. 

C. What-if Analysis:

A what-if analysis is best suited to simple research applications. As the name implies, this analysis is structured around “what if” questions about the materials, the process and/or the equipment that will be used for the experiment. Controls to limit the identified risks are implemented based on the answers to these questions. This method of hazard analysis is easily understood and requires minimal training. However, it is essential that the person overseeing the analysis has sufficient knowledge and experience with the proposed research to ensure that the right questions are asked. Where appropriate/necessary expertise beyond the immediate laboratory/supervisory structure should be consulted.

D. Checklists:

A checklist provides convenient access to a list of criteria that can be easily checked. implemented by someone who is not familiar with the process of hazard analysis. However, a checklist is limited to the items on the list and may not be adequate for evaluating every hazard associated with your work. The gaps in a checklist may be filled by using other hazard analysis tools to identify other criteria to include on a customized checklist. Once customized for the task, process or working environment, a checklist is a very effective tool for ensuring that complex operations are safe.

E. Control Banding:

Control banding is best suited to laboratories performing routine procedures with known hazards. Using this approach, laboratory hazards are grouped into bands (categories) based on the nature of the hazard, the identified risks of working with or near the hazard, and the methods used to control the risks. For example chemicals in a laboratory can be grouped into four chemical safety levels (1 - 4) based on their chemical characteristics and the increasing risk associated with their use. Each successive safety level incorporates progressive implementation of controls and safe work practices to mitigate the increasing risks. After completing this process, a procedure or even an entire laboratory may be assigned to a specific safety level based on the chemicals being used. Everyone following this procedure or working in the lab understands the hazards and risks associated with the safety level and knows the controls and safe work practices that must be used.

6.2 Hazard analysis of chemical processes

When filling out the Hazard Assessment for a Chemical Form, please consult the SDS and the additional resources listed below (section 6.4).

Before beginning an experiment, consider all possible reactions, including side reactions, all reactants, intermediates, products, and wastes in terms of flammability, toxicity, and reactivity hazards. Consider the following:

• Does it decompose, and if so, how rapidly and to what products?
• What is its stability on exposure to heat, light, water, metals, or air?
• Is it impact sensitive in any of its physical forms? 
• With what substances is this material incompatible?
• Is it toxic? Look at the safety data sheet. If so, how? Consider potential exposure routes such as inhalation, absorption, ingestion, and injection. Consider that exposure may occur by more than one of these routes.
• What is the recommended first aid treatment in case of an accidental exposure?
• What is the quantity and rate of the evolution of heat and gasses that may be released during the reaction?
• How will the waste products be handled and disposed of?

A. Develop Contingency plans

Develop contingency plans that address the following:

• Electric power failure, including what will happen if power is restored when the device is unattended or being repaired; 
• Cooling system failure;
• Exhaust system failure, including interruptions to laboratory exhaust, local exhaust, and filter/absorbent failures;
• Over pressurization;
• Interruptions of air, natural gas, inert atmosphere or steam supply;
• Water leaks into the system;
• Air leaks into the system;
• A fire occurs due to the reaction;
• A reaction container breaks or contents spill;

B. During the process

Determine if any of the following are required:

• Cooling, ventilation, pressure relief, and gas purging;
• Isolation of the reaction vessel;
• Warning signs near any dangerous processes and equipment;
• Informing others working in the area about the possible hazards associated with chemicals and processes being used;
• Evaluating safety of unattended operations -- processes that involve more serious or unusual hazards must be monitored continuously and should not be left unattended.

6.3 Laboratory Safety Leads

Laboratory Safety Leads (LSLs) are a community of research graduate students, postdocs and in some cases undergraduate students who meet to discuss and lead safety discussions within their own labs. LSLs meet as a group on a monthly basis to review lab protocols and updated safety information. All research labs are encouraged to participate in the community with at least one LSL.  Ideally each LSL will commit to at least two years of service.

LSL Volunteer Form

LSL Responsibilities:

1. Perform weekly checks of all eyewash stations

2. Inspect your research group laboratories for PPE compliance and proper chemical storage

3. Maintain and restock first aid kits and spill kits when needed – reach out to EHS when needed

4. Work with the responsible faculty member to ensure that proper lab signage and emergency contact information is maintained.

5. Assist in writing/evaluating Standard Operating Procedures (SOPs)

   1. Each LSL meeting will discuss two SOP’s

6. Be able to identify locations of safety equipment in each laboratory (Safety showers, eyewash station, first aid kits, fire extinguishers, spill kits, etc.)

7. Be familiar with hazardous waste requirements and storage. The packaging and disposal of waste is not a specific responsibility of an LSL, although it may fall into their responsibilities as research student if assigned by the responsible faculty member.

8. Submit Near-Miss and Incident Report for incidents that occur within the LSL’s own lab when necessary

9. Mentor next LSL for two months before leaving position

10. Attend at least one laboratory assessment annually

6.4 Additional resources for hazard evaluation

For information about a chemical, consult the manufacturer’s Safety Data Sheet (SDS) sheet. The following sources listed below may also provide additional information about the hazards associated with your proposed experiment. 

PubChem database, hosted by the US National Library of Medicine, includes structural, physical and toxicological raw data, as well as chemical safety information form national and international agencies on over 90 million chemical compounds. Data provided by PubChem are intended to support, but not replace, laboratory risk assessments, Safety Data Sheets, and institutional guidance for safe laboratory practices and procedures.

CAS Common Chemistry  is an open community resource for accessing chemical information. Nearly 500,000 chemical substances from CAS REGISTRY® cover areas of community interest, including common and frequently regulated chemicals, and those relevant to undergraduate chemistry classes. This chemical information, curated by our expert scientists, is provided in alignment with our mission as a division of the American Chemical Society.

ChemHat, the Chemical Hazard and Alternatives Toolbox, is an internet database designed to offer up easy to use information that can be used to protect ourselves, our families and our co-workers against the harm that chemicals can cause.

toxnet.nlm.nih.gov/, a resource for searching databases on toxicology, hazardous chemicals, environmental hazards, and toxic releases.

OSHA Occupational Chemical Database 800 entries with information such as physical properties, exposure guidelines, and emergency response guidance.

OSHA Chemical Sampling Information file information on sampling and analysis of approximately 1500 substances.

NIOSH Pocket Guide to Chemical Hazards (information on several hundred chemicals commonly found in the workplace)

Toxic Substance Control Act (TSCA) Chemical Substances Inventory Environmental Protection Agency's (EPA's) information on more than 62,000 chemicals or chemical substances.

7.Chemical Management

A. Procurement

Chemicals should be  purchased from the Chemistry Stockroom located in the Science Research and Teaching Center (SRTC) whenever possible.  Purchasing chemicals through the chemistry stockroom provides labs with the price discount typically seen with purchasing large containers without having overstock in labs, which often leads to spoilage. All chemicals purchased through the stockroom will be given an inventory tag and a proper label (Section 7.E.). Charges will be made to labs through the PSU invoicing system using a lab/department’s applicable index/budget code.

When chemicals are not available from the Chemistry Stockroom they may be ordered directly from the supplier but must be delivered to the Chemistry Stockroom. Upon receipt chemicals will be entered into the Portland State University Chemical Inventory, EHS Assistant (EHSA) (see Section 7.C.), properly labeled (Section 7.E.), and the purchaser notified.  The chemical may then be collected from the Chemistry Stockroom by the purchaser following the chemical transportation policy (Section 7.F.).

Labs operating at the Robertson Life Sciences Building (RLSB) are subject to OHSU policies for ordering and delivery at that location. Chemicals delivered to RLSB teaching laboratories and research laboratories will be covered by the OHSU chemical hygiene plan and will be managed by the OHSU chemical inventory and management system.

The purchase of some chemicals is subject to more stringent restrictions:

Strong Acids and Bases.  To ensure that all strong acids and bases on campus as stored in appropriate containers, these must be purchased from the Chemistry Stockroom.  Ordering strong acids and bases directly from the supplier is forbidden.

Osmium Tetroxide (OsO4).  The purchase of osmium tetroxide requires prior approval from EHS.

Formaldehyde (CH2O).  The purchase of formaldehyde, formalin solution, and/or paraformaldehyde requires a notification be sent to EHS. All lab members who have the potential to be exposed to any of these chemicals are required to take annual formaldehyde specific training through EHS.

Benzene (C6H6).  The purchase of benzene requires additional training that can be obtained through EHS.

Hydrofluoric Acid (HF).  Hydrofluoric acid must not be purchased unless by EHS or Chemistry Stockroom. The use of hydrofluoric acid on campus is limited to approved locations. In addition to annual training provided by EHS, each lab will need to create their own Standard Operating Procedure (SOP), using the template provided by EHS. General information on the use of HF on campus can be found here: Hydrofluoric Acid.

Chemicals may also be obtained as gifts from other laboratories.  In these cases it is best practice for the chemical to remain in its original container and returned to the original owner after use.  If the chemical is permanently transferred from one laboratory to another, this change must be logged in the PSU Chemical Inventory system (see Section 7.C.).  If a sample of the chemical is transferred to a new container and taken to a new laboratory then the new container must be appropriately labeled (see Section 7.E.) and logged in to the PSU Chemical Inventory, EHSA (see Section 7.C.).

B. Storage

Chemicals should always be returned to their proper storage position immediately after use.  Work spaces should remain clear of clutter.  All chemicals must be stored appropriately.  In particular, attention must be paid to chemical compatibility in storage.  For example: acids and bases; oxidizing agents and reducing agents; oxidizers and peroxide formers should be stored in separate locations. Contact EHS for specific storage recommendations for certain combinations.

The quantity of chemical materials stored in the laboratory environment should be kept to the minimum practical levels possible.  In special circumstances, the chemistry stockroom may be used as a repository for larger quantities of material.  It should be borne in mind that as chemical age they can degrade to more hazardous substances and therefore the duration of chemical storage in laboratory space should be minimized.  A particularly important example of this is peroxide formers which can become dangerously unstable if peroxide levels rise.  Peroxide formers must be tested for the presence of peroxide on an at least a 3-monthly basis. Any peroxide former that is found to test positive for peroxides must be removed from the laboratory through the submission of “waste pick-up request” with EHS (see Section 7.D.)– which should describe how to do this an include a link) Any peroxide former that is more than 2-years old will automatically be collected by EHS for disposal as laboratory waste.  Peroxide formers include:

Diethyl ether

Tetrahydrofuran

Dioxane

Methyl butyl ether

Dibutyl ether

2 methyl THF

This is not intended to be an exclusive list. An exhaustive list as well as more information related to peroxide former use and testing requirements on campus can be found here: Organic Peroxides and Peroxide Forming Compounds.

All flammable substances should be stored in a flammable storage cabinet with an automatically closing door mechanism.  Flammable substances that requires storage at either 4 or -20 °C must be stored in an appropriate spark suppressed (or flammable storage) fridge or freezer. Any potentially explosive material requires storage at either 4 or -20 °C must be stored in an explosion proof fridge or freezer.  Flammable solvents, that are generally stored in larger quantities, should be stored in a vented flammable storage cabinet with an automatic closing mechanism.

All chemicals must be stored in cabinets or on shelves that have a lip or other tipping prevention measure.  All chemicals must be stored in secondary containment.  Where tipping prevention measures are unavailable or is impractical, secondary containment may be used as an alternative. Hazardous gases must be stored in cabinets specifically designed for the storage of hazardous gases.

Storage containers:

Bottles and other containers should be selected with the contents of the containers in mind. All concentrated acids must be stored in PVC/plastic coated bottles. Lids should be lined with material compatible for the reagent stored within.

Integrity of containers:

Regular maintenance should be carried out on all storage cabinets and the contents held within. Lids and bottles should be inspected at least monthly for integrity. Bottles should be free of cracks and kept clean of drips.

C. Inventory and Access to SDS

All chemicals must be entered into the Portland State University Chemical Inventory, EHS Assistant.  It is the responsibility of personnel within each laboratory to ensure that this inventory is kept up to date by removing used chemicals from the database.

Chemical Inventory Management:

A full inventory check should be completed at least once every two years.

The EHSA database can be located at this URL:  https://dillon.psu.ds.pdx.edu/ehsa/ and is available through the PSU single-sign-on (SSO), which requires DUO two factor authentication.  Remote use will need to use VPN access. Instructions for logging on from on-campus and off campus are included in the SOP's/manual. This is a living document that will help you to accomplish key tasks in EHSA, including adding personnel to your laboratory (in EHSA) and managing chemical inventory.

To assist EHS and the stockroom, labs are required to send all chemical order confirmations that include chemicals to ehsaorders@pdx.edu. You must also include a list of which lab members will be using each chemical for the chemical hazard assessment. When placing an order please choose a PO # that corresponds to the PI, as well as the end user whenever possible. When placing multiple orders in a day please put a number after your initials. For example, if the PI name is John Smith and the graduate student who will be using the ordered chemical’s name is Jane Bennet, a PO # could look like:

JS12102020JB1

(PI initials) (Date ordered)-(Graduate student initials)(# if you have multiple orders)

For informational videos on how to access the EHSA chemical inventory system, please select from the following:

Logging in and viewing your inventory in EHSA

Searching for a chemical in EHSA

Removing a chemical in EHSA

Safety Data Sheets (SDS):

SDS’s are available for all commercially available chemicals on campus through the EHSA chemical inventory management system's SDS Hub.  Laboratory workers can access the database and search for the chemical being used. It is the responsibility of all laboratory workers to review SDSs prior to using any chemical and being familiar with, at a minimum: personal protective equipment (PPE) recommendations, potential health hazards (if known), and spill clean-up procedures that are unique to the chemical being used.  SDS’s are not required to be available in hard-copy format, though for frequently used chemicals this is recommended.  

D. Unwanted Chemicals and Waste Disposal

Used chemicals should be placed into closed containers labeled either “Organic Waste” or “Aqueous Waste”.  Care should be taken when disposing of used oxidizers as these can react, potentially violently with other chemicals.  Used oxidizers should be placed in a separate waste container labeled “Oxidizer Waster”.  Used chemicals containing heavy metals should also be placed in a separate waste container labeled “Heavy Metal Waste”.  All other used chemical for which water is the solvent should be placed in the “Aqueous Waste” container.  All other waste should be placed in the “Organic Waste” container.  The disposal of unwanted chemicals should be undertaken with care as there is always a risk of adverse reactions between the unwanted material and substances already present in the waste container.

Used solid chemicals should not be placed in the same container as liquid waste.  Solid chemical waste should be placed in an appropriate container with a Hazardous Waste label on the container and properly filled out, including: date started, approximate percentages of constituents, and checked boxes for known hazards of the chemical(s) in the waste.

The quantity of unwanted chemicals in the laboratory should be kept to a minimum by regular waste collection.  Unwanted chemicals are removed upon request by EHS.  To request a waste pick-up laboratory staff must submit a work order through the Facilities Department Request Portal.  EHS will not pick up waste without a properly completed Hazardous Waste label.

E. Labeling

All chemical containers must have a clear and securely attached label identifying the contents of the container.  Chemicals from a commercial supplier will be properly and securely labeled and should, where possible, be stored in the container in which they arrived.  Chemicals transferred to dispensing containers must also be labeled.

When chemicals are in use, the container in which they are used/stored must be labeled so that a person reasonably skilled in the art can understand what is contained.  Best practice is to generate a printed label for the chemical container.  But it is most important that the container be labeled in a timely manner, for this reason two types of labels are permitted.  The choice of labeling method should account for the environment in which the chemical will be stored, for example is the label appropriate for storage in a humid environment.

Temporary Chemical Labeling

It is recognized that in some circumstances it may not be practicable, or even necessary to generate a printed label for a chemical that may be retained for only a short time.  In these circumstances a temporary label may be used.  A marker pen may be used to write on the container.  The temporary label must include the following information:

• the name, chemical structure and/or chemical composition of the contents
• the name or initials of the originator
• the date  

Where appropriate it may include a lab notebook reference, but this may not substitute for a written description of the contents on the container.

The marker ink must then be covered by clear tape to prevent accidental removal of the label.  Temporary labels should be checked for integrity on a regular basis and replaced if the label is becoming difficult to read.

Temporary chemical labels must be replaced with permanent chemical labels if the contents are to be retained after the originator of the contents leaves the university or laboratory.  If not, they must be disposed of through chemical waste pick-up when the originator leaves the laboratory.

Permanent Chemical Labeling

Any materials that are to be retained in a laboratory for an extended period must be given a permanent label.  Any chemical that is retained beyond the tenure of its originator must be labeled with a permanent label.  A permanent chemical label is defined as one that uses a printed label such as those available by the Avery system.  The Avery labeling system is supported by the Chemistry stockroom and allows clear labels to be printed on either Inkjet or Laser printers through a free online account.  (Avery labels include special GHS compliant labels that are waterproof (but not solvent proof).  Labels used for long term storage can be taped over to ensure longevity.)  This system also allows the use of GHS symbols, the inclusion of which is encouraged where information about hazards is known/available.  The printed label must include the following information:

• the date
• chemical name
• chemical structure and/or chemical composition of the contents
• GHS pictograms
• if desired, a lab notebook reference

These containers must be labeled, but are not required to be entered into the PSU Chemical Inventory.

Other items in lab spaces that require labels:

• Water
• Wash bottles (ex. Acetone, methanol, water…)
• Solutions during preparation (i.e. a flask containing a stirring solution)
• Waste
  • As soon as a waste container is started, a “Hazardous Chemical Label” must be attached to the container. These labels can be obtained through EHS.
    • You must include the date on the label as the day the container is started. More information on waste accumulation can be found in Section 7.D.
  • The components section of the label should be filled in as waste is added to the container.

Avery labels include special GHS compliant labels that are waterproof (but not solvent proof). The online system through avery.com is a good resource for making labels. Labels used for long term storage can be taped over to ensure longevity.

F. Transportation

The purpose of this policy is to ensure the safety of personnel transporting chemicals, as well as anyone who might be affected by a problem occurring during such transport. These procedures are only for chemicals. If the samples contain biological materials, contact the Biosafety Officer. If the samples are radioactive, contact the Radiation Safety Officer.

F1. Transportation of Chemicals Within a Building (including between VSC and SRTC)

In VSC or SRTC chemicals should be delivered to the Chemistry Stockroom (1719 SW 10th Ave, room 260, Portland, OR, 97201).  Chemicals delivered elsewhere must be brought to the Chemistry Stockroom to receive a proper inventory label.

Secondary containment must be used for the transportation of any chemicals.  Chemicals may be transported in the packaging in which they were delivered.  For other chemicals secondary containers (such as solvent and acid containers) may be borrowed from the Chemistry Stockroom.  Bottles small enough to fall over inside secondary containers should have absorbent packing material around them to keep them upright.  Ideal containment for chemicals (no longer in their original package) consists of a bucket with a lid containing some absorbent packing material.  Personnel should have one free hand for navigating stairways, operating elevator buttons, and maintaining balance to prevent slips and falls. Proper personal protective equipment (PPE) should be worn.  Elevator should be utilized whenever possible, rather than using the stairs.

Those who find themselves needing to occupy both hands to carry their chemicals should use a cart to transport them.  If a cart is required for transportation it should be leak-proof and have a lip to contain a potential spill and to prevent the container from slipping off.

Metal cans (standard ether cans, 20-L solvent cans, Just-Rite solvent dispensers) and chemicals in their original commercial package do not require secondary containers (the package acts as a secondary container).  All refillable containers must be properly labeled.  Liquid nitrogen Dewars, compressed gas cylinders, and lecture bottles do not require secondary containers. Dry ice may be transported in a single, sturdy, insulated container (preferably with a lid).

F2. Transportation of Chemicals Between Non-Adjacent Buildings

All procedures described in the above section must be followed, in addition to the following items.  Chemicals must be transported in secondary containment with a lid (which can be provided by the stockroom in the form of a 5 gallon bucket with a lid).

Under no circumstances should a car, truck, or other vehicle be used to transport chemicals without EHS approval.  If the vehicle is approved, all chemicals should still be transported within secondary containment (inside of the vehicle).

Transporting chemicals over public roadways is strictly regulated on many levels. If you need to transfer chemicals between the Main Campus at PSU and the RLSB Waterfront Campus or to off-campus locations, contact Environmental Health and Safety (EHS) for guidance.

The Department of Transportation (DOT) and Department of Homeland Security (DHS) strictly regulates the shipment of many chemicals.  If you need to ship a hazardous chemical, contact EHS.

F3. Transportation of Small Gas Cylinders

Small Gas Cylinders include: lecture bottles (typically 2-3 inches in diameter and 12-18 inches in height), propane tanks (up to 20 pounds in weight) and small standard high pressure cylinders (up to 7 inches in diameter and 17 inches in height).

Prior to moving any compressed gas cylinder the regulator must be removed, the valve closed and the valve cap is on.  Small gas cylinders may be carried with no requirements for secondary containment and without a cylinder cart.  Never drag or roll a cylinder horizontally.

Consult EHS to find out if the cylinder you would like to transport may be done so by PSU personnel.

F4. Transportation of Large Gas Cylinders

Large Gas Cylinder include: any gas cylinder not specifically designated (above) as a Small Gas Cylinder.

Prior to moving any compressed gas cylinder the regulator must be removed, the valve closed and the valve cap is on.  Never drag, roll or store a cylinder horizontally.  When transporting cylinders they must be secured by chain in a properly outfitted cylinder cart.

The only permissible method of transporting compressed gas cylinders by vehicle is in the supplier's truck.  Consult EHS to find out if the cylinder you would like to transport may be done so by PSU personnel. 

8. Laboratory Equipment and Facilities

Before using any piece of equipment you should have read and understood the manual and any safety precautions you need to take as well as complete any safety training needed.  Before using any equipment, perform a hazard assessment that includes addressing the following questions:

1. Does the equipment generate or use high or low pressure?
2. Does the equipment generate or use high or low temperatures?
3. Does the equipment involve rapidly moving parts, such as a centrifuge?
4. Does the equipment use electricity at high voltages or currents?
5. Is the equipment heavy? Does it need to be moved?
6. Does the equipment use cryogens?
7. Does the equipment use or generate strong magnetic fields?
8. Is there a risk of injury from sharp surfaces?
9. Does the equipment generate radiation (UV, X-Ray, microwave); Is the equipment a laser or use a laser; Is or has the equipment been used in conjunction with radioactive materials?
10. Are you conducting fieldwork, animal studies or biological materials?

If equipment falls into any of these categories then appropriate actions to mitigate these risks during operation of the equipment must be put in place.  Examples may include, but are not limited to:

1. High/low pressure
   1. Consider a blast shield or full face mask.
2. High/low temperatures
   1. Consider using appropriate gloves
3. Rapidly moving parts 
   1. Always ensure the equipment has come to a complete stop before manipulation
4. Electrical equipment
   1. Consider if insulating rubber gloves or boots are necessary
5. Heavy items
   1. Use 2 or more people, when necessary.
   2. Steel toed boots might be necessary.
   3. Pallets and pallet jacks are available at loading dock
6. Cryogens
   1. Be aware of suffocation risks from oxygen displacement
7. Strong magnetic fields
   1. Be aware of fringe fields and the contraindication of certain medical devices.
   2. Remove metal and electronic objects from your person and store them safely away from the magnet.
   3. Be aware of possible contraindications with certain medical devices, such as pacemakers.
8. Sharp edges
   1. Are mail gloves necessary?
9. Radiation; lasers
   1. Radiation and Laser Safety
10. Biological materials; Animals; Fieldwork
    1. Biosafety Program
    2. Animal Care and Use Program
    3. Field Work Safety
        

Additional Equipment Resources:

Autoclave Safety

Bunsen Burner Safety

Centrifuge Safety

Laboratory Hot Plate Safety

9. Exposure Monitoring & Medical Program

A. Exposure Monitoring

EHS is responsible for exposure monitoring.  Laboratory workers who are exposed to any substance regulated by an OSHA standard will be measured when there is reason to believe that exposure levels routinely exceed the action levels specified in 29 CFR 1910, Subpart Z. Laboratory workers exposed to OSHA regulated substances should not exceed the permissible exposure limit (PEL) specified in 29 CFR 1910, Subpart Z. PPE and engineering controls should be used to prevent laboratory worker exposures. Monitoring results will be provided to EHS, the Faculty Lead (PI) and to the laboratory worker.

B. Medical Program

General Provisions:

An opportunity for medical surveillance, including medical consultation and follow-up, will be provided under the following circumstances: 

• Where exposure monitoring is over the action level for an OSHA regulated substance that has medical surveillance requirements. 
• Whenever an employee develops signs or symptoms that may be associated with a hazardous chemical that the employee may have been exposed to in the laboratory. 
• Whenever a spill, leak, or explosion results in the likelihood of a hazardous exposure, as determined by EHS. 
• To all laboratory workers required to wear a respirator. 

All medical consultations should be provided by or under the supervision of a licensed medical provider, at no cost to the employee, without loss of pay, and at a reasonable time and place. A medical provider experienced in occupational medicine should be used whenever possible. 

Each laboratory must have a first aid kit that should be maintained and checked for expired or missing items. It is strongly recommended that laboratory personnel maintain proficiency in first aid, including bloodborne pathogen protocols, through training courses from EHS.  Medical assistance, if required, is available by calling 911 or (503) 725-5911 (Campus Public Safety (CPSO)). Currently enrolled students may also contact The Center for Student Health and Counseling (SHAC) for medical assistance by calling (503) 725-2800.

Where medical consultations or examinations are provided, the examining medical provider should be provided with the following information: 

• The identity of the hazardous chemical(s) to which the lab worker may have been exposed. 
• A description of the conditions under which the exposure occurred including quantitative exposure data, if available. 
• A description of the signs and symptoms of exposure that the employee is experiencing, if any. 

For examinations or consultations provided to lab workers, a written opinion from the examining medical provider will be provided to the lab worker. 

Accidents:

For laboratory accidents that involve a personal injury that requires medical assistance, call 911 or Campus Public Safety at (503) 725-5911. Provide any available information on the nature of the accident, including any possible chemical or biological hazards that may be present. 

Personnel responding to an injury that appears to require emergency first aid should notify the Faculty Lead (PI) at the first safe opportunity. 

If the incident takes place in the laboratory environment, several forms may need to be submitted:

•  Near-Miss and Incident Reporting Form for PSU Research and Teaching Lab Spaces

If the incident involves an injury that requires medical attention and leave from work, these two forms will also be needed:

• HR PSU Injury Report
• Workers' & Employers' report of occupational injury or disease/illness (SAIF 801)

If a spill or incident represents a hazard to other building occupants, it should be reported immediately to them, Department Heads/Chairs, EHS, and to Campus Public Safety.

10. Personal Protective Equipment

The purpose of PPE is not to reduce the risk associated with working in a laboratory environment, nor to immunize the laboratory worker from those risks.  The purpose of PPE is to mitigate the harm that may result from those risks.  It is crucial therefore that appropriate PPE be worn at all times.  Some activities may require higher levels of PPE to be worn than others, a proper PPE assessment should be carried out for every activity.  A minimum level of PPE is required whenever students or employees are handling chemicals or working in an environment in which chemicals are being handled.

A. Eye protection

Whenever handling chemicals or working in an environment in which chemicals are being handled appropriate chemical splash protective eyewear must be worn.  This means that the protective eyewear must bear the mark “Z87+D3”: this is the only eyewear that affords protection against chemical splashes.  Eyewear marked with “Z87” or “Z87+” is rated for impact protection only.  It does not protect against chemical splash hazards and is not appropriate eye protection for students and employees handling chemicals or working in an environment in which chemicals are being handled.

When protective eyewear must be worn, it must cover the eyes at all times and must be worn until the student/employee has exited the zone in which chemicals are being handled and/or other hazardous equipment is being used.  Students and employees should be aware that chemicals are not the only laboratory hazard and protective eyewear should be worn in the presence of other hazardous materials, such a centrifuges and vacuum equipment.

Contact lenses should not be worn when handling chemicals.  Protective eyewear must be worn over prescription eyewear (unless the prescription eyewear already meets the protective eyewear standard for the task at hand).

B. Lab coats

All students and employees who are handling chemicals or working in an environment in which chemicals are being handled must wear a lab coat.  At a minimum a polyester white lab coat must be worn whenever students or employees are handling chemicals or working in an environment in which chemicals are being handled.  White polyester lab coats are neither flame retardant nor chemical resistant.  They are intended to provide a barrier between the chemical being used and the student/employee’s clothing.  These lab coats may also be used to protect sensitive experiments from contamination by the student/employee.

PSU runs a lab coat program through the Chemistry Department stock room open to all laboratory students and employees of the university.  Use of the PSU lab coat program is not required, but it is required for lab coats otherwise obtained another laundry service be arranged for the lab coats.  To be effective lab coats should be laundered regularly.  Lab coats that are obtained through the PSU lab coat program may be laundered by returning the coat to the chemistry stockroom.  Lab coats should not be taken home and laundered.

When working with/handling certain chemicals (such as flammable materials) the use of a white lab coat may be inappropriate and a flame retardant lab coat should be worn.  When pyrophoric compounds (any chemical that will spontaneously combust in air) are being used a flame retardant (blue) lab coat must be worn.

Flame retardant lab coats must not be considered to provide protection from open flames, such as Bunsen burners.  When using open flames it is beholden upon the student/employee to act with appropriate caution and ensure that lab coat is kept away from the open flame.  This may necessitate partially rolling the sleeve of the lab coat up.

Undergraduate students must not wear lab coats outside designated laboratory space (exception: students are permitted to step into the corridor to defog misted up protective eye wear).  Research students and employees must wear lab coats whenever handling chemicals, including transporting them through corridors.  Lab coats must always be removed before entering office space, restrooms or any non-lab space, and before leaving the building.

C. Gloves

It is recommended that gloves should be worn when handling chemicals.  It is important to note that disposable gloves, such as latex or nitrile, are not impervious to many chemicals that are hazardous to health.  Students and employees must be aware that wearing gloves does not of itself protect them from chemical contact.  For this reason it is necessary to select the most appropriate glove for the task at hand.  A reference guide for glove selection is provided in Appendix B.  When selecting gloves students and employees should be aware that heavy duty gloves, although they may be more chemically resistant, can reduce manual dexterity and increase potential hazards.  It is advisable to change disposable gloves regularly and immediately after they have potentially come into contact with a chemical.

Gloves must not be worn outside laboratory areas.  Students and employees should also be aware of the potential for cross contamination when wearing gloves.  Care should be taken to ensure that potentially contaminated gloves do not come into contact with personal areas such as the face, eyes or hair.  Furthermore, gloves should be removed and hands washed before using computers, phones, calculators, pens and pencils.

10.1 Attire

All students or employees who are handling chemicals or working in an environment in which chemicals are being handled must wear appropriate attire.  This means that there must be no exposed skin below the waist and only closed toe shoes are permitted.  Students and employees should be aware that some synthetic fabrics may react with or dissolve in certain chemicals and that wearing natural fibers is recommended.  Students and employees should also consider that skin hugging clothes will tend to keep chemicals spilled on them in direct contact with the skin and therefore increase the risk of adverse effects from chemical spills.  More loosely fitting clothing that can be quickly removed in an emergency is recommended.

Pants, socks, and closed toe shoes are preferred attire when working with or handling chemicals.  Long skirts with no exposed skin below the waist are also acceptable. 

Although some clothing choices may fall within the letter of these guidelines they may still not represent appropriate attire for working with chemicals.  Whenever instructed to do so by a TA, instructor or supervisor, students must cease chemical handling activities until appropriately attired.

Hair

Hair that is longer than shoulder length should be tied either up or back, such that it is kept out of the face and away from potential hazards such as open flames.

11. Emergency Preparedness

11.1  Emergency Management

Portland State University is entrusted to provide a safe and healthy learning environment for students, faculty, and staff who live, work, and study on campus. Faced with emergencies ranging from natural hazards (winter weather, high heat events, wind storms, earthquakes, etc.) to human threats (e.g. active shooter situations, cyber attack, etc.) this is no easy task. Many of these emergencies occur with little to no warning; therefore, it is critical for PSU to plan ahead to help ensure the safety and general welfare of all members of the campus community.

More information on how PSU handles emergency management can be found by visiting the Emergency Management Webpage.

It is important that all lab workers keep their contact information up to date through PSU Alert. PSU Alert is used for a variety of emergency situations, that may include (but are not limited to):

• Unscheduled campus closures
• Building emergencies
• Potential life-threatening situations on campus
• Inclement weather conditions

11.2 Emergency Procedures

PSU maintains a comprehensive safety program consistent with applicable OSHA standards and regulations. All members of the PSU community are expected to honor and abide by PSU’s commitment to safety.

Despite our commitment to safety, however, we recognize that accidents may happen due to the very nature of the work undertaken in laboratories. Therefore, it is required that all personnel are informed about what to do in the event of an emergency or incident.

No emergency plan can include all the contingencies for every emergency situation. The most important component of emergency planning is prevention. Prevention measures include:

• Planning -- Investigating the hazardous aspects of experimentation and thinking about "worst case scenarios" can greatly reduce risk.
• Employee training and facility inspection programs.
• Engineering controls -- Using devices such as fume hoods for chemicals will reduce risk.
• Administrative Controls -- Adopting and using Standard Operating Procedures, enforcing PSU safety policies and procedures, and maintaining a chemical inventory are examples of administrative controls designed to prevent injury.
• Using appropriate personal protective equipment.
• Maintaining emergency viewports into labs (when applicable). Windows in lab doors must not be covered, as they allow emergency response personnel the ability to see into the room to assess the situation without entering.

Contingency planning for fires is particularly important , a failure to anticipate the potential impact of even a small fire can be devastating.  Fires themselves may not cause substantial damage, but it is important to account for the impact of the water used to extinguish the fire.  Contingency planning should address:

• the possibility of loss of access to the building
• the loss of power (including backup and generator power) for a prolonged period
• widespread water damage in locations that appear remote from the fire.

It is recommended that a contingency plan consider how damage to valuable materials and records might be avoided (e.g. by backing up data).  If this is not possible to avoid damage, is a plan in place to recover and preserve as many materials and records as possible in the event of a catastrophic fire emergency?  The experiences following a fire at the University of St Andrews in 2019 serve to illustrate the potentially devastating consequences of a fire: 9 Fires Documentary

Please reference this report on the lessons learned from an earthquake involving the University of Canterbury (UC), its staff and its students. The report goes into depth on how they rose to the many challenges presented by the earthquake. The report  is intended to do more than just acknowledge their hard work and determination; it also reflects on the things that worked well and the aspects of the response that did not go as well: Shaken but not Stirred: A University's Resilience in the Face of Adversity

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11.2.1 Chemical Emergency

Chemical emergencies such as large spills, spills involving highly hazardous or flammable materials, releases of toxic or corrosive gasses or substances should be treated as other types of emergencies. Pull the fire alarm and evacuate the building. Call 911. Notify the dispatcher of the type of emergency; they will notify appropriate emergency personnel.

If chemicals have splashed into a person’s eyes, flush the eyes at an eyewash station for at least 15 minutes or until emergency medical personnel arrive and evaluate the accident. If chemicals have splashed onto the person’s body, drench the victim with water at a safety shower, while removing any contaminated clothing. Have a clean lab coat available to protect the modesty of the victim. There are also “Safety Shower Kits” available in the Chemistry Stockroom(s) and EHS Lab Safety Office (SRTC 144).

For small, low hazard spills:

• Restrict access to the area and notify surrounding personnel.
• Use appropriate personal protective equipment and use suitable spill clean-up equipment and products that are designed for the type of spilled chemical.
• Contact EHS if you need equipment or would like help designing a chemical spill kit.
• Package and dispose of the waste in an appropriate manner.
• Complete an Lab Incident Report and notify the Faculty Lead (PI).

For larger spills that do not constitute an emergency:

• Restrict access to the area and notify surrounding personnel.
• Notify Campus Public Safety by calling (503) 725-5911, and they will notify the appropriate personnel in EHS.

11.3 Emergency Equipment

Each lab worker shall be familiar with the location, application and correct use, where applicable, of the following equipment:

• Fire extinguishers
• Fire alarms
• Fire doors (shall remain closed and unobstructed)
• Safety showers
• Eyewashes
• First aid kits
• Spill Kits
• Automated External Defibrillator (AED)

11.3.1 Fire Extinguishers

Fire extinguishers are provided in or near work areas and located along normal paths of travel. Access will be maintained. Annual inspections are performed by Emergency Management personnel, and includes that:

• The extinguisher is in its designated location.
• Access is maintained.
• The pin should be in place and attached with an unbroken zip tie.
• The gauge should be in the charged range.
• There is no indication of physical damage.
• The inspection is documented on an attached tag.

Inspections and maintenance will be conducted annually by the Fire Prevention Coordinator. Maintenance of extinguishers involves a complete and thorough examination, including the mechanical parts, the amount of the extinguishing agent, and the agent’s expelling device. The inspection will be conducted by a qualified individual and documented on the fire extinguisher tag attached to the device.

Discharged and/or fire extinguishers that have lost pressure should be immediately reported to the Fire Prevention Coordinator (503) 725-4325.

11.3.2 Fire Alarms

Fire alarms are provided along normal paths of travel and along exit routes. Inspections will be conducted periodically by Facilities & Property Management.

• Fire alarms should be conspicuously marked.
• Fire alarms should be activated/tested periodically by Facilities & Property Management to ensure proper operation per manufacturer’s instructions and/or fire insurer’s instructions.
• Fire alarms should not be tested by laboratory employees.

11.3.3 Fire Doors

Fire doors should be provided as required per building codes, fire codes and fire insurer’s requirements. Fire doors must not be blocked open, and must be able to close properly. Facilities & Property Management will perform periodic inspections.

11.3.4 Safety Showers and Eyewashes

Safety showers and eyewashes should be easily accessible and not blocked by equipment or other items.

Inspections:

• Eyewash units should be checked for adequate flow once a week by laboratory personnel who will run them until water is clear.
• Eyewash units and safety showers will be tested and inspected monthly by EHS personnel. This inspection will be documented on eyewash inspection cards that are affixed to or near the eyewash or shower.

11.3.6 First Aid Kits

Faculty Leads (PIs) or departments must supply first aid kits for each of their labs for treatment of minor injuries or for short term emergency treatment until medical assistance arrives. First aid kits should be kept in an accessible and marked location in each laboratory. The Faculty Lead (PI) should ensure that first aid kits are adequately stocked and maintained. Expired items should be replaced as discovered. First aid kits should be regularly inspected by the lab. The Chemistry Stockroom may be available to help with providing materials for these kits.

11.3.7 Spill Kits

Each laboratory or area in which hazardous chemicals are used should maintain a spill kit that is suitable for the types and volume of chemicals present. Contact EHS for help in designing an appropriate spill kit, as well as to acquire spill kit supplies.

11.3.8 Automated External Defibrillators (AEDs)

AEDs are maintained by EHS and are located in all campus buildings in easy to find, dedicated locations. The goal of an AED program is to increase the rate of survival of people who have sudden cardiac arrests. AED programs are designed to provide equipment and training as an important means for providing enhanced life safety response measures.

12. Safety Training

Working in a science lab presents many hazards to the individuals conducting the work as well as others who may be in the same space. Common categories of hazards include chemical, biological, radiological, and laser. 

Special training is provided for PSU staff, faculty, and/or students working in laboratories. 

WORKING SAFELY IN THE LAB (ANNUAL) TRAINING

Anyone working in a research lab is required to complete safety training within 6 weeks of beginning work and then continuing on an annual basis. Prior to completing the training, students and interns will work under close supervision. Training sessions address a number of safety scenarios that may occur in a research lab, from chemical spills to gas tank storage and transportation. This training is offered on a monthly basis and sessions are led by staff from the Chemistry department and EHS. Safety training sessions are offered monthly. Please complete the Safety Training form to sign-up for and receive information about the training. 

UNDERGRADUATE LAB SAFETY TRAINING

Undergraduate students who are enrolled in a science education lab for the first time in their career at PSU need to take the Undergraduate Laboratory Safety Training. This training is available through Canvas and once it has been completed there is no need to take it again while enrolled at PSU. The course is available for self-registration through this site: Undergraduate Lab Safety Training.

BLOODBORNE PATHOGEN TRAINING

For more information on who is required to take this annual training and how to access the training, please visit the Bloodborne Pathogens Program page. Oregon employees with exposure to blood or other potentially infectious materials (OPIM) are covered under Oregon Occupational Safety and Health Administration (OR-OSHA), OAR 437-002-1910.1030, Bloodborne Pathogens.

FORMALDEHYDE SAFETY TRAINING

If you are planning to work with or are already working with formaldehyde, formalin or paraformaldehyde, you will need to take and successfully pass the annual formaldehyde training. More info on this training and how you can be registered can be found on the Formaldehyde Resources page.

HYDROFLUORIC ACID TRAINING

If you are planning to work with or are already working with hydrofluoric acid (HF), you will need to take and successfully pass the annual HF training. More info on this training and how you can be registered can be found on the Hydrofluoric Acid Use at PSU page.

CRYOGENICS SAFETY TRAINING

If you are planning to work with liquid nitrogen and/or dry ice, you will need to participate in an initial training with one of the members of the Chemistry Stockroom. Please email the stockroom chemstrm@pdx.edu to schedule a training time with stockroom staff. 

GAS CYLINDER SAFETY TRAINING

If you are new to working with gas cylinders, it is advised that you have an initial training session with the Chemistry Stockroom Staff. Please email the stockroom chemstrm@pdx.edu to schedule a training time. Feel free to reach out to this email also if you have any questions about transportation, setup, plumbing, and/or regulator use.

RADIATION SAFETY TRAINING

If you are planning to work with radioactive materials, you will need to take initial training and then follow-up training with the Portland State University Radiation Safety Officer (RSO). More information on the requirements needed for working with these materials can be found on the Radiation and Laser Safety page.

BIOSAFETY TRAINING

Faculty, staff and students conducting regulated biosafety research are required to complete the Biosafety research training available via the Collaborative Institutional Training Initiative (CITI). All listed personnel must complete Biosafety CITI training prior to protocol approval (CITI training must be completed within the last three years).

Visit the Research Administration Training page for specific biosafety training login and completion instructions.

ANIMAL CARE & USE TRAINING

Faculty, staff and students conducting animal research or training activities are required to complete animal care and use training via the Collaborative Institutional Training Initiative (CITI). All listed personnel must complete Animal Care & Use CITI training prior to protocol approval (CITI training must be completed within the last three years).

Visit the Research Administration Training page for animal research login and training instructions.

WOODSHOP AND LASER CUTTING EQUIPMENT SAFETY TRAINING

All students planning to uses the woodshop or laser cutting equipment located in Shattuck Hall (room 130) are required to take an initial safety training. To register for an upcoming training, please register through the Woodshop and Laser Cutting training Sign Up sheet.

13. Standard Operating Procedures

SOP Template

A standard operating procedure (SOP) is a set of written instructions that describes, in detail, how to perform a laboratory process or experiment safely and effectively. Labs must have written SOPs when work involves the use of hazardous materials (chemical, radioactive, and biological) or physical hazards.

Some generic SOPs have been created by EHS that should be used as guidance when planning work with any of these types of materials:

• General Use for Carcinogens
• General Use for Compressed Gases
• General Use for Corrosive Materials
• General Use for Cryogenic Liquids
• General Use for Flammable and Combustible Liquids
• General Use for Highly Acutely Toxic Materials
• General Use for Irritants
• General Use for Reproductive Toxins
• General Use for Select Agents and Toxins
• General Use for Sensitizers
• General Use for Highly Reactive-Unstable Materials
• Organic Peroxides and Peroxide Forming Compounds
• Osmium Tetroxide
• Hydrofluoric Acid
• Formaldehyde

14. Record Keeping

Accident/Incident records (not including medical records) will be retained by EHS and Human Resources. 

Medical records should be retained by the lab worker/employee undergoing medical surveillance and the attending physician’s office. 

The following should be maintained by the Faculty Lead (PI): 

• Laboratory Worker training records (kept for the duration of lab worker in their lab)
• Laboratory Self Assessment Forms
• Chemical inventory (through EHS Assistant)
• Annual equipment inspection records
• Accident, injury, overexposure, near-miss, and damage to equipment/facilities incident reports
• Any other Research Integrity and/or EHS documents (IBC documentation, radiation safety documents, etc.)

15. Lab Move In and Vacate Requirements

For laboratory decommissioning expectations, please consult the Portland State University Laboratory Decommissioning Program document. 

A. Working with Highly Hazardous Chemicals Under Modified Research Operations

During the initial phase of the return to research the Chemical Hygiene Committee provided guidance about the safe conduct of research using chemicals during modified research operations in response to the COVID-19 outbreak.  The committee recognizes that modified operations are going to be with us for much longer than we had hoped and that researchers will need to use reactants and reagents that are highly hazardous during modified operations.  This guidance provides a framework for conducting research that involves highly hazardous chemicals.  

In all instances researchers must consider the hazard level of any procedure before performing it under modified operations.  This evaluation should include the PI or supervising faculty member.  The use of highly hazardous chemicals should be avoided if at all possible.  If a highly hazardous chemical must be used the following procedures should be followed.

• Highly hazardous chemicals should never be used while working alone in the lab.  This means that a second lab member or adviser must be present in the laboratory space during the procedure.
• This individual must be comfortable with the double occupancy of the laboratory space and their role in a possible emergency.  They must not be coerced.  The second person must also have approval from Research and Graduate Studies to access the relevant laboratory space.
• Social distancing should be practiced unless an emergency situation arises.
• Researchers must be cognizant of the low building densities and the difficulty this will present for recruiting additional assistance if an emergency situation arises.  For this reason, a live feed (Zoom, Facetime, or similar) must be set-up to a third individual (ideally the faculty adviser) located in the same building.  It will be the responsibility of the third individual to alert emergency services in the event of an accident.
• If an emergency situation arises it is acceptable to ignore social distancing guidelines in order to render aid.

Researchers should adhere to the chemical hygiene as closely as is practicable given the altered working circumstances.

B. Safe Operating Card

Safe Operating Cards (SOCs) are a convenient way to keep track of what is going on in the lab. When laminated and posted around the lab, the cards are reusable using dry erase markers. Common usage includes: placing them near a fume hood to provide details of ongoing reactions or processes, unattended or overnight reactions, communication of hazardous reactions to other researchers, explanation of process conditions (e.g. lights off).

C. Unsupervised Lab Work Restrictions

There may be instances when laboratory personnel need to engage in formal coursework, research for credit or voluntary activities when no experienced laboratory personnel are on site to provide direct guidance and assistance.  In these situations it is the responsibility of the Faculty Lead or Instructor of Record to ensure that laboratory personnel are adequately trained to perform their duties unsupervised. Students, Faculty Leads and Instructors of Record can sign up for the Working Safely in the Lab training by following this link here—offered monthly.  The Faculty Lead or Instructor of Record must approve in advance, and have full knowledge of each specific instance, of unsupervised inexperienced laboratory personnel - a general permission is insufficient.  A clear plan must be agreed in advance by students and adviser for what to do and who to contact should an adverse event occur.

Work with highly hazardous materials should never be conducted unsupervised.

D. Laboratory and Field Incident Reporting

If you experienced or observed an incident, an accident, or an 'almost!' situation in or around your lab or field work site, please report it here:

Near-Miss and Incident Reporting Form for PSU Research and Teaching Lab Spaces

Important!

If an employee of the University was injured (even minor cuts or exposures), please be sure a Injury Report Form has been completed first! If time off of work was required, also fill out the SAIF website for Workers' & Employers' report of occupational injury or disease/illness form. These forms need to be submitted to HR and a separate follow-up by the University is needed.

What is required:

The submission form can be anonymous and only requires a brief description of the incident and the suggested measures that could be taken to solve the problem. Anyone with a PSU email address can create a submission.

When to submit:

Please consider submitting an report if you ever think there is an underlying condition or opportunity to learn. Even submitting a seemingly minor incident is important to develop the practice of sharing potential lab safety concerns.

“I wish I had known."

"Why didn’t anyone tell me?"

"If only I had dealt with that problem or followed instructions earlier."

What Happens to Your Submission:

The report submissions are reviewed and edited initially by the Laboratory Safety Specialist, in EHS, and then the Chemical Hygiene Committee who:

• Review the case details.
• Discuss why it occurred – What were the causes? (told to, unavailable, rushed, forgot, lack of safety procedures in place, equipment failure, etc).
• Review suggested measures to ensure they are appropriate and likely to prevent it from happening again

These reports are used to prevent safety issues in the future. About once a month, the Chemical Hygiene Committee reviews these reports and sends along an overview of each of the incidents to the various science and engineering department Chairs. 

E. PSU Guidance for Working with Service Animals and Their Handlers in Labs and Shops

Please review this helpful document if you are planning to bring a service animal to PSU and will be working in a lab or shop space. This document should also be reviewed by faculty and graduate student (Teaching Assistants and Research Assistants) who are teaching courses or running a lab or shop space. 

PSU Guidance for Working with Service Animals and Their Handlers in Labs and Shops

For all questions, please contact the Disability Resource Center (DRC) at drc@pdx.edu