Policy For Laboratory Close-Out

Originator: Department of Environmental Health and Safety
Vice President: Finance and Administration
Issued: March 14, 2003

SUMMARY:

When laboratories are to be relocated, renovated, vacated or closed, all chemical, radioactive, biological or other hazardous materials must be removed and disposed, in accordance with applicable EPA, OSHA, NIH, CDC and other regulations. Equipment and items that may pose a potential danger to people or the environment must be removed and properly disposed. Failure to comply with this policy may result in sanctions.

SCOPE:

This policy applies to any individual, including a principal investigator, researcher, instructor, laboratory or clinical manager who vacates or closes a laboratory. These instances include: leaving the University of Louisville, relocating to another building, or relocating to a different laboratory within the same building. This policy also applies to department chairs in the event of the death or disability of a principal investigator, researcher, instructor, laboratory or clinical manager or other applicable individual in their department.

DEFINITIONS:

Close-Out - the formal deactivation of a laboratory to assure the safety of the space for further cleaning, renovation, or occupancy. The Close-Out process involves a certification by the appropriate principal investigator, researcher, instructor, laboratory or clinical manager and an inspection by the Department of Environmental Health and Safety (DEHS) for those locations where chemicals, toxins, biohazardous or infectious agents, human blood/body fluids, recombinant DNA, controlled substances, radioactive materials or other hazardous materials, including Select Agents, were stored or used in equipment.

RESPONSIBILITIES:

Department of Environmental Health and Safety

Facilitate the Close-Out procedure. If the principal investigator, researcher, instructor, laboratory or clinical manager, or other applicable individual follows the procedures for Laboratory Close-Out outlined on the DEHS web page, DEHS will bear the disposal cost for all waste chemicals, infectious agents and radioactive materials. However, if proper Close-Out procedures are not followed, the respective department will be responsible for all disposal, chemical analysis and personnel costs.

Deans, Directors and Department Heads

Ensure that all principal investigators, researchers, instructors, laboratory or clinical managers or other applicable individuals are aware of and follow the procedures outlined in this policy.

Principal Investigator, Researcher, Instructor, Laboratory or Clinical Manager or Other Applicable Individual

Notify the intention to close the laboratory by completing the University of Louisville’s Laboratory Close-Out Notification Form, and submitting it to DEHS at least 30 days prior to closure. Each principal investigator, researcher, instructor, laboratory or clinical manager or other applicable individual must follow the laboratory Close-Out procedure as outlined on the DEHS web site listed above.

Department Chair / Unit Head

The department chair or unit head is responsible for any deficiencies not corrected by the principal investigator, researcher, instructor, laboratory or clinical manager or other applicable individual. The department chair or unit head will be held accountable for fees resulting from improper Close-Out activities. If this policy is not followed, the department or unit will be charged for all waste removal and other laboratory Close-Out services, whether provided by DEHS or an outside contractor.

Any regulatory actions or fines resulting from improper management or disposal of any regulated material (i.e., hazardous waste, controlled substances, select agents, etc.) will accrue to the department or unit. DEHS will not be responsible for any losses incurred by individuals or departments/units as a result of improper removal of any regulated material.

Originator: Department of Environmental Health and Safety
Issued: March 14, 2003

Department of Environmental Health And Safety

Main Office

1800 Arthur Street

Louisville, Kentucky 40208

Phone

tel (502) 852-6670

fax (502) 852-0880

Department of Environmental Health And Safety

Radiation Safety Office

319 Abraham Flexner Way

Louisville, Kentucky 40202

Phone

tel (502) 852-5231

fax (502) 852-8911

Office Hours

M-F 8:00 am to 4:30 pm

No holiday hours

IH Service Account

dehsih@louisville.edu

IBC Service Account

biosafe@louisville.edu