OEH&S Laboratory Closure Procedure

When an investigator closes down a laboratory, the laboratory must be left in a condition which is safe for the next occupant or for construction workers. When hazardous materials have been used in the laboratory, certain close out protocols are required by UCSF Environmental Health and Safety and by the various regulatory agencies. When this procedure is followed, these requirements are met.

To facilitate the laboratory clearance, your OEH&S Department Safety Advisor should be notified as early as possible that you plan to vacate the lab. He/she will be able to assist you in following proper procedures, meeting your schedule and minimizing any disposal costs. You must complete the laboratory clearance process before your DSA can notify the Facilities Management Project Manager and work can begin.

This procedure is written as though the procedures for chemical, radioisotope, and biological materials are separate processes, for those users who only deal with one category of hazardous materials. Should you use more than one category of hazardous materials, discuss this with your DSA initially, in order to streamline the process.

A. Chemicals

Note: OEH&S pays the disposal costs for chemical waste that is produced as a result of normal and routine operations. However, the costs of removing large numbers of chemicals at one time, and removal of certain categories of hazardous materials must be borne by the investigator or the department. For further information on specific chemicals, refer to Appendices A7, A8, and A9 in the UCSF Chemical Safety Manual (1997 version). To minimize disposal costs, it is recommended that each laboratory routinely store only minimal amounts of necessary chemicals, and request that OEH&S pick up unnecessary chemicals over an extended period of time. Transferring unneeded chemicals to other investigators is also advantageous.

1. Removal and Disposal of Chemicals:

For a laboratory close out, it is prudent to begin disposing of chemicals at the earliest possible time. To avoid costs associated with large-quantity disposals. To arrange for routine removal of a small number of chemicals, complete a standard Hazardous Chemical Waste Form, and mail it to OEH&S. The chemicals will be picked up per the normal OEH&S schedule over several weeks.

To arrange for non-routine removal of a large number of chemicals, complete a Hazardous Materials Modification Request (available from OEH&S), and submit it to your DSA, who will work with the Chemical Waste Team to arrange for pickup. Please notify your DSA ahead of your need date, so that proper arrangements can be made.

2. Clearance of Fume Hood

Prior to demolition of or renovation of a laboratory, OEH&S must check fume hoods to assure they are free from chemical contamination which could harm a construction worker. Notify your DSA that fume hood must be checked; Your DSA will arrange with OEH&S technician to perform testing once the fume hood is no longer to be used. Your laboratory staff is responsible for thoroughly cleaning all accessible hood surfaces prior to OEH&S testing. OEH&S Technician will post the hood, verifying that it has been checked, and is ready for removal. The fume hood can not be used, once it has been posted, so plan your activities accordingly.

NOTE: If perchloric acid has been used in the fume hood, special procedures must be followed. When notifying DSA, make certain the use of perchloric acid is discussed, so that special survey procedures may be employed. If radioisotopes or toxins have been used in the fume hood, make certain the DSA is aware of this also.

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3. Cleaning of laboratory

It is the responsibility of your laboratory personnel to thoroughly clean all laboratory areas to assure removal of any hazardous residues. All surfaces where hazardous chemicals have been used or stored should be washed with detergent and water. This includes benchtops, cabinets, drawers, floors, refrigerators, freezers and other equipment. For furniture, equipment, and other items which are to be removed from the laboratory, thoroughly clean accessible surfaces to prevent harm to movers.

4. Removal of warning signs, stickers, labels, and posters

Once chemicals have been removed from the laboratory, and the laboratory has been thoroughly cleaned, your DSA will remove all hazardous chemical warning signs from doors, walls, equipment, and fixtures.

5. Site clearance certification

Once all the above steps have been completed, schedule a walk-through with your DSA. The DSA will complete a Certificate of Decontamination and post it in the laboratory. DSA will also notify the FM Project Manager that lab has been cleared.

B. Radioisotopes

1. Removal and/or disposal of radioisotopes.

For radioisotope disposal, you should follow the normal process for disposing of radioactive wastes: call 6-1771 to schedule a pickup. Remember that disposal of radioactive waste is expensive, and the cost is borne by the investigator. It is therefore prudent to minimize the quantities of isotopes ordered when a laboratory clearance is scheduled. Usable radioisotopes can be transferred to another investigator, following the standard OEH&S procedure.

2. Cleaning/Decontamination of Laboratory

Begin by thoroughly surveying laboratory and performing wipe tests for any radioactive contamination, and decontaminate as needed. Include laboratory equipment, such as centrifuges, etc. in the process. If equipment cannot be decontaminated, one of two courses must be followed:

1) the equipment can be transferred to another investigator, following standard University procedures for transfer of equipment;

2) the equipment can be disposed of as radioactive waste following the standard OEH&S waste disposal procedure. Note that the disposal expense is borne by the investigator or department.

3. Decertification of the Laboratory

Once the laboratory has been thoroughly decontaminated, schedule a walk-through with your DSA. He/she will survey the lab and perform wipe testing. If the wipe tests indicate contamination, the DSA will call the laboratory manager, and request the laboratory be decontaminated again. The decontamination - DSA wipe-test process will be repeated until the laboratory is free of measurable contamination.

4. Removal of Signs and Labels

Once the laboratory has been thoroughly decontaminated, and no isotopes or waste remain in the lab, remove all RAM labels, posters, summary sheets, etc. and give them to your DSA. He/she will also pick up your laboratory’s Radiation Use Logbook, Radiation Safety Manuals and training manuals. Permanent records of the radioisotope use will be maintained at OEH&S.

Your DSA will assist you in completing a hazardous materials modification request, and in terminating your Radiation User Authorization, if appropriate. Your DSA will post the laboratory clearance form. At this point, radioisotopes can no longer be used in this laboratory.

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C. Biological Materials

1. Removal and Disposal of Biological Materials

You may either dispose of biological materials, or transfer them to another investigator.

If you choose to transfer materials to another investigator, you must follow the UCSF Infectious Agent Transfer Policy; a copy may be obtained from your DSA.

If you choose to dispose of biological materials, you may either autoclave the materials (followed by disposal as solid trash) or have them picked up and disposed of (incinerated) as medical waste. Follow the protocol normally used in your laboratory. Toxins should be treated as hazardous chemicals, following Procedure A.

Certain materials such as the DHHS Select Agents and potent toxins must be tracked by OEH&S; if you use materials in this category, please notify your DSA as early as possible in the close-out planning process; your DSA will work with the Biosafety Officer to make certain these materials are properly handled.

2. Clearance of Biosafety Cabinets and Fume Hoods

It is your responsibility to thoroughly clean and disinfect accessible surfaces of your biosafety cabinet. You must then contact the contractor who performs annual recertifications of your biosafety cabinet to decontaminate and decertify the biosafety cabinet.

If you use prions in your biosafety cabinet, special procedures are required; please consult with your DSA or the Biosafety Officer. If you use toxins in your biosafety cabinet or fume hood, special procedures may be required; consult with your DSA..

3. Cleaning and Decontamination of the Laboratory

In addition to standard cleaning of all laboratory surfaces with detergent and water, you must decontaminate surfaces by wiping down with either 0.5% Sodium Hypochlorite solution or with Wescodyne. Remember to decontaminate any furniture or equipment to be removed from the laboratory.

You must unplug and defrost any freezers which have been used for the storage of biological materials; collect the frostmelt fluid and decontaminate it by bringing it to a final concentration of 0.5% Sodium Hypochlorite. Allow the fluid to stand for 15 minutes after mixing; and pour it down the sink drain. Wipe the inner and outer surfaces of the freezer with 0.5% Sodium Hypochlorite.

If you work with prions in your laboratory, you must decontaminate with either 1.0N Sodium Hydroxide or fresh, undiluted bleach.

4. Removal of Signs and Labels.

Once all biological materials have been removed, and the laboratory has been thoroughly cleaned and disinfected, you must remove all biohazard warning signs; return these to your DSA for recycling. You may not use biohazardous materials in the laboratory after this.

5. Certification of Decontamination

Once all the above steps have been completed, schedule a walk-through with your DSA. The DSA will discuss the processes you’ve used, verify visible cleanliness, and complete a Certificate of Decontamination and post it in the laboratory. DSA will also notify the FM Project Manager that lab has been cleared.