Lab Close Out Procedures

The research faculty assigned to a particular laboratory (hereinafter referred to as researcher) is responsible for proper disposition of all items in the laboratory, including furniture, equipment, chemicals, biological materials, radioactive materials, glassware, sharps and waste materials. The Department Chair is responsible for ensuring that all researchers understand their responsibilities and that the following procedures are followed when a researcher leaves the University or transfers to a different department or laboratory.

Procedure:

1. The researcher should notify the Department Chair of any furniture, equipment, or supplies that are to be transferred with the researcher and those that will remain.
   
   
2. The researcher shall ensure that all biological wastes are disposed of in accordance with the procedures of Biomedical Waste
   
   
3. Hazardous chemicals that will not be transferred with the researcher must be properly labeled in accordance with the UTD Hazard Communication Policy.  The researcher should attempt to locate other faculty or staff who may be able to utilize some or all of the chemicals.  Those that remain must be segregated and inventoried on a Hazardous Materials Inventory Form.  The researcher should then contact the Environmental Health & Safety (EHS) at ext. 4111 to arrange for pick-up of the chemicals
   
   
4. Once the hazardous chemicals have been segregated into one identifiable area, the researcher shall ensure that all remaining refrigerators, freezers, cold/warm rooms, fume hoods, biological safety cabinets, storage cabinets, sinks and bench tops are clear of glassware, chemicals, sharps and other items, and that surfaces of these items are cleaned and appropriately disinfected.  The researcher shall then sign a "Check Sheet for Vacating Room" form upon completion of this step and post the form on the door to the laboratory or cold/warm room
   
   
5. EHS will perform an exit inspection at the time of chemical pick-up and will sign the "Check Sheet for Vacating Room" form.
   
   
6. EHS will perform wipe testing in laboratories where radioactive materials have been utilized or where any radioactive materials signage exists. Upon completion of this clearance, the EHS will sign the "Check Sheet for Vacating Room" form.  If no radioactive use or labels are present and no wipe down is necessary, the Radiation Safety Office will indicate so on the "Check Sheet for Vacating Room" form.
   
   
7. EHS will notify Custodial Services, who will perform a general cleaning of the area and will sign the "Check Sheet for Vacating Room" form. The costs should be covered by the department vacating the lab/room.
   
   
8. Upon completion of these steps, the "Check Sheet for Vacating Room" form must remain posted on the door to the laboratory, thus identifying the laboratory as cleared for construction, renovation, or use.

Laboratory Relocation Guidelines

UTD EH&S has developed this procedure as a guideline to help minimize hazards to University personnel and maintain compliance with all applicable Federal and State regulations during a lab relocation. 

General Guidelines

• The University moving crew is not permitted to move any chemical, biological, radioactive or hazardous material.
• Equipment to be moved must be decontaminated by laboratory personnel or a third party vendor prior to EH&S approving transport.   Please contact EH&S for assistance with decontamination, referrals to third party vendors, or approval to move equipment.
• All laboratory personnel must wear safety glasses, lab coats and appropriate gloves while handling chemicals.
• This is a good time to go through your chemical inventory and dispose of old and unneeded chemicals.  Do not move chemicals into a new lab that should be classified as a chemical waste.
• Do not move chemical, biological or radioactive waste.  Contact EH&S for a waste pick up.

Moving Chemicals or Hazardous Materials within a Building

• There are special procedures for moving radioactive and biological materials. Contact Environmental Health & Safety prior to moving. 
• Inventory chemicals that you want to relocate from the current lab to the new facility.
• Replace any damaged or illegible labels.  All containers must be labeled to accurately describe their contents.  No abbreviations or trade names are allowed.
• Check containers and lids for damage and cracks.  Replace any faulty caps or containers. Damaged containers cannot be transported.
• Obtain either moving boxes or plastic bins and a sturdy wheeled cart.  EH&S can loan plastic tubs.
• Segregate chemicals into the following categories/hazard classes:
• Inorganic oxidizers
• Flammable liquids
• Inorganic acids
• Inorganic bases
• Organic acids
• Flammable solids
• Miscellaneous organic compounds
• Miscellaneous inorganic compounds
• Transport the chemicals in the boxes or bins according to the above categories. Use sufficient packing material to prevent the bottles from breaking.
• When the chemicals arrive at the new locations,  lab personnel will need to check contents for breakage/damage.  Chemicals will need to be removed from boxes and placed in their designated locations within the laboratory.

Moving Chemicals or Hazardous Materials Requiring Transportation/Moving Outdoors

• Contact Environmental Health & Safety. EH&S personnel or EH&S-authorized third party vendor must transport all chemicals and hazardous materials over the road or between buildings not connected by a causeway or tunnel. EH&S needs at least two weeks notice to prepare for the chemical move.
• There are special procedures for moving radioactive and biological materials.
• Inventory chemicals that you want to relocate from the current lab to the new facility.
• Replace any damaged or illegible labels. All containers must be labeled to accurately describe their contents. No abbreviations or trade names allowed.
• Check containers and lids for damage and cracks.  Replace any faulty caps or containers.  Damaged containers cannot be transported.
• Segregate chemicals into the following categories / hazard classes:
• Inorganic oxidizers
• Flammable liquids
• Inorganic acids
• Inorganic bases
• Organic acids
• Flammable solids
• Miscellaneous organic compounds
• Miscellaneous inorganic compounds
• Package each category of chemical hazard class into separate, sturdy cardboard boxes or plastic tubs/bins. Single layer only.  Use paper or other cushioning material between bottles to prevent breakage during handling and transportation. Do not pack boxes/tub too heavy, maximum 25 pounds total weight per box.  EH&S can loan plastic tubs.
• Label the outside of each box/tub with the following:
• Principle investigators name and contact phone number
• The new facility's Laboratory Number where chemicals are to be taken
• Hazard Class of chemicals located in box
• Attach inventory list of each chemical placed in box along with container size and physical state (ex.  Acetone - 1 gallon - liquid)
• Attach note stating the following:  This box contains chemicals and must be moved only by the Environmental Health & Safety Department or EH&S-approved third party vendor.

Note:  Boxes without an accurate inventory list will not be moved

• At time of chemical transfer we will need laboratory personnel in the lab where the chemicals are being moved from as well as in the lab where chemicals are being moved to in the new facility.
• When chemicals arrive at the new facility, lab personnel will need to accept boxes and check contents for breakage/damage.  Chemicals will need to be removed from boxes and placed in their designated locations within the laboratory.

Questions regarding a laboratory move may be addressed to UTD EH&S at 883-4111.

Last Updated on 1/9/07. For questions regarding this department's website, please contact us at x4111 . Privacy Statement  Copyright 2006 University of Texas at Dallas.