Forms, Policies & Procedures

Here you will find a repository of forms, policies and procedures related to research at the University of Delaware. This repository draws on sources throughout campus to provide quick and easy access to these resources in a variety of formats, such as html, MSWord and Adobe PDF. We encourage you to explore and use the tools provided to narrow your search by word, resource type or category in order to learn more about the content that governs research at UD.
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Forms, Policies and Procedures (85 Entries)
Policy: Safety
Drug/Alcohol Testing – Commercial Driver’s Licenses and Safety Sensitive Functions
Policy

Drug/Alcohol Testing – Commercial Driver’s Licenses and Safety Sensitive Functions

  1. SCOPE OF POLICY
    This policy applies to the Employees Subject to Testing identified below and is intended to comply with the Omnibus Transportation Employee Testing Act of 1991 (“OTETA”) and in accordance with Title 49 Code of Federal Regulations, Part 382 and 391, Subpart H.
  2. DEFINITIONS
    1. Accident – Any on-the-job occurrence involving an employee defined above as being in a driving position, operating a University commercial motor vehicle which results in a fatality, bodily injury or property damage, where the driver’s performance could have contributed to the accident.
    2. Alcohol – The intoxicating agent in beverage alcohol or ethyl alcohol or other low molecular weight alcohol, including methyl and isopropyl alcohol. Note: This also includes medications, prescription or non-prescription, which contain alcohol.
    3. Chain of Custody – Procedures to account for the integrity of each urine or blood specimen by tracking its handling and storage from the point of collection to its final disposition.
    4. Commercial Motor Vehicle- A motor vehicle or combination of vehicles used in commerce if the motor vehicle:
      1. has a gross combination weight rating of 26,001 or more pounds inclusive of a towed unit with a gross vehicle weight rating of more than 26,001 or more pounds; or
      2. has a gross vehicle weight rating of more than 26,001 or more pounds; or
      3. is designed to transport more than 16 passengers, including the driver; or
      4. is of any size and is used in the transportation of materials found to be hazardous for the purpose of the Hazardous Materials Transportation Act and which require the motor vehicle to be placarded.
    5. Controlled Substances – Drugs required by OTETA to be included in the testing process. These drugs are as follows: marijuana, cocaine, opiates, phencyclidine (PCP) and amphetamines.
    6. Driver- Any person who operates a University commercial motor vehicle, including but not limited to full-time, regularly employed drivers, casual, intermittent or occasional drivers, and I or any person who operates a University commercial motor vehicle at the direction or with the consent of the University.
    7. Driving Function- Means any of those on-duty functions listed below. On-duty functions mean all time from when the driver begins to work or is required to be in a readiness to work until the time they are relieved from work and include:
      1. All time at the facility waiting to be dispatched, unless the driver has been relieved from duty;
      2. All time inspecting equipment as required by federal regulations or otherwise inspecting, servicing, or conditioning any commercial motor vehicle at any time;
      3. All time driving;
      4. All time, with the exception of sleep time in vehicles, other than driving time, in or upon any commercial motor vehicle;
      5. All time loading or unloading a vehicle, supervising or assisting in the loading or unloading, attending a vehicle being loaded or unloaded, remaining in readiness to operate the vehicle, or in giving receipts for shipments loaded or unloaded;
      6. All time spent performing the driver requirements related to an accident;
      7. All time repairing, obtaining assistance, or remaining in attendance upon a disabled vehicle.
    8. Employees Subject to Testing – Full-time, part-time, miscellaneous wage, casual wage, temporary or seasonal employees, who possess a commercial driver’s license (CDL) with the intent of operating a University commercial motor vehicle (this includes any rented leased, or personal vehicle used as a requirement of their job function) requiring such license, as well as employees performing safety sensitive functions, are subject to testing. This includes, but is not necessarily limited to, employees in the following positions:
      1. Arborist
      2. Arborist Helper
      3. Bus Driver
      4. Caretaker
      5. Casual Wage Bus Driver
      6. Farm Assistant
      7. Farm Manager
      8. Groundskeeper (including employees who are not mandated to maintain a CDL, yet choose to do so)
      9. Grounds, Equipment Mechanic
      10. Grounds Technician
      11. Research Associate, AG
      12. Research Associate II, Mechanical Engineering
      13. Sr. Vehicle Technician
      14. Sport Turf Technician
      15. Sport Turf Technician Assistant
      16. Vehicle Technician
      17. Well Driller, DE Geological Survey

        All Departments are required to advise the University’s Department of Transportation’s (DOT) On-site Coordinator of all employees required to possess a CDL, as a condition of employment.

    9. Medical Review Officer (MRO) – A licensed physician responsible for the collection of test results generated pursuant to this policy who has knowledge of substance abuse disorders and has appropriate medical training to interpret and evaluate an individual’s confirmed positive result together with his/her medical history and any other relevant biomedical information.
    10. Performing – A driver is considered to be performing a driving function during the periods in which they are actually performing, ready to perform, or immediately ready to perform any of those on-duty functions (1) through (7) listed in the definition of driving functions.
    11. Reasonable Suspicion – Belief that the driver has or may be violating the alcohol or controlled substances prohibitions, based on specific, contemporaneous, articulated observations concerning appearance, behavior, speech or body odors of the driver.
    12. Refusal to Submit to Testing – Includes
      1. failure to provide adequate breath for testing without a valid medical explanation after receiving notice of the requirement of breath testing;
      2. failure to provide adequate urine for controlled substance testing without a valid medical explanation after receiving notice of the requirement of urine testing; or
      3. conduct that clearly obstructs the testing
    13. Safety Sensitive Function – Means any of those on-duty functions listed below.
      1. Safety-sensitive function means all time from the time an employee/driver begins to work or is required to be in readiness to work until the time he/she is relieved from work and all responsibility for performing work. Safety-sensitive functions shall include: All time at an employer or shipper plant, terminal, facility, or other property, or on any public property, waiting to be dispatched, unless the driver has been relieved from duty by the employer;
      2. All time inspecting equipment as required by Sections 392.7 and 392.8 of the Department of Transportation’s subchapter or otherwise inspecting, servicing, or conditioning any commercial motor vehicle at any time;
      3. All time spent at the driving controls of a commercial motor vehicle in operation; all time, other than driving time, in or upon any commercial motor vehicle except time spent resting in a sleeper berth (a berth conforming to the requirements of Sec. 393.76 of the Department of Transportation’s subchapter);
      4. All time loading or unloading a vehicle, supervising, or assisting in the loading or unloading, attending a vehicle being loaded or unloaded, remaining in readiness to operate the vehicle, or in giving or receiving receipts for shipments loaded or unloaded; and
      5. All time repairing, obtaining assistance, or remaining in attendance upon a disabled vehicle.
    14. Substance Abuse Professional (“SAP”) – A licensed medical doctor or a licensed or certified psychologist, social worker, employee assistance professional or addiction counselor (certified by the National Association of Alcoholism and Drug Abuse Counselors Certification Commission) with knowledge of and clinical experience in the diagnosis and treatment of alcohol and controlled substance-related disorders. The substance abuse professional is that person(s) assigned to maintain the records required by federal law regarding the implementation of OTETA.
    15. Test Collection Site – That facility or facilities selected by the University to perform alcohol and/or controlled substances tests in full compliance with OTETA.
  3. POLICY STATEMENT
    The University of Delaware recognizes the importance of safety protocols for employees operating University Commercial Motor Vehicles and other employees performing safety sensitive functions and intends to follow all laws, rules and regulations applicable to such activities through application of this policy.
  4. POLICY STANDARDS AND PROCEDURES
    1. PROHIBITIONS
      1. Alcohol -No driver shall:
        1. report to duty or remain on duty while having an alcohol concentration of 0.02 or higher
        2. possess alcohol while on duty
        3. use alcohol while on duty
        4. perform driving functions or safety sensitive functions within 4 hours of using alcohol
        5. use alcohol within 8 hours after an accident or until undergoing an alcohol test
        6. refuse to submit to an alcohol test
          1. Refusal is proof of positive test results.
      2. Controlled Substances – No University employee shall report for duty or remain on duty requiring the performance of driving or safety sensitive functions when the employee uses any controlled substance except when the use is pursuant to the instructions of a physician (and is verifiable) who has advised the employee that the substance does not adversely affect the employee’s ability to safely operate a commercial motor vehicle. (Note: Burden of verifiable proof is on the employee, to the satisfaction of the employer.) No employee shall report for work, remain at work or perform a driving or safety sensitive function if he/she tests positive for controlled substance as defined.
    2. TESTING PROCEDURES

      All testing required by this policy will be conducted in accordance with OTETA. The testing will only be conducted by certified, qualified individuals who are contracted by the University for this purpose.

    3. TYPES OF TESTING
      1. Pre-employment/Promotion/Transfer
        1. Testing that occurs before an applicant is hired, after a conditional offer has been extended to hire, or after an employee has been promoted or transferred, and before the employee actually performs a driving function in the position for the first time. No employee shall operate in a driving function unless their breath alcohol concentration is less than 0.02 and they have a negative controlled substance report.
      2. Reasonable Suspicion
        1. Testing that occurs when a trained supervisor or other trained official believes an employee has violated this policy, based upon specific, contemporaneous, articulated observations concerning the appearance, behavior speech or body odors of the driver. Ordinarily, testing based upon reasonable suspicion should be performed within two (2) hours following the observations, but in no instance shall testing be conducted after eight (8) or more hours have elapsed.Any employee whose breath alcohol content is greater than 0.02 will be prohibited from performing functions until their next scheduled work day and only after subsequent testing.
        2. A reasonable suspicion determination shall only be made by a supervisor or other official that has completed the federally required training (Federal regulations require at least 60 minutes of training on alcohol misuse and at least 60 minutes of training on controlled substances use before a person can be designated to determine whether reasonable suspicion exists to require a driver to undergo alcohol or controlled substances testing. The training covers the physical, behavioral, speech, and performance indicators of probable alcohol misuse and use of controlled substances.) on the symptoms of alcohol or controlled substance abuse, or a police officer. Whenever possible, a supervisor’s reasonable suspicion should be confirmed by a second trained observer, before requiring a driver to undergo alcohol or controlled substances testing. However, if a second trained observer is not available, any supervisor who has completed the federally required training on the symptoms of alcohol or controlled substance abuse may act as a trained observer. A police officer’s determination of a reasonable suspicion does not require a second opinion.
        3. When a supervisor, manager or department director has a reasonable suspicion that a CDL employee or an employee performing a safety sensitive function may be in violation of this policy, they will transport the employee to the test collection site.
        4. Post-Accident TestingPost-accident testing will be conducted for all accidents when:
          1. the employee is cited for a moving violation of any kind;
          2. any involved vehicle requires towing from the scene; or
          3. any person involved requires medical treatment away from the scene of the accident.

            Post-accident testing will be conducted in all fatal accidents, even if the driver is not cited for a moving violation.Any employee involved in an accident must remain available for testing, up to a maximum of eight hours. Any employee who refuses to remain available will be considered to have refused to submit to testing.

          4. Random TestingTesting that is conducted on an unannounced basis just before, during or after the performance of a driving function or safety sensitive function.
            1. Rate of testing- random alcohol and controlled substance testing shall be administered at an annual rate of at least 50 percent of the average number of driver or safety sensitive positions, throughout the University.
            2. Such testing will be unannounced and reasonably spread throughout the calendar year.
            3. The selection of drivers shall be based upon a random computer-generated list. Each driver will have an equal chance of being selected each time a list is generated.
            4. Any employee selected for testing will immediately report to the designated testing facility.
    4. REVIEW OF TEST RESULTS

      All drug test results will be reviewed by the MRO designated by the University before the results are reported to the University. If the testing facility reports a positive test to the MRO, the MRO will contact the employee to determine if there is an alternative medical explanation for the positive test result. If the employee gives a reasonable and verifiable explanation, the results of the test are reported as negative to the University. In the event the employee is unable to give an alternative medical explanation for the positive test result, the MRO will report the positive test immediately to the University of Delaware’s DOT on-site coordinator who will inform the employee’s department head or designee.

    5. CONSEQUENCES OF A POSITIVE TEST
      1. Any employee found to be in violation of the policy will be subject to discipline up to and including dismissal.
      2. The University may condition continued employment of an employee found to be in violation of this policy upon the employee’s treatment for alcohol or drug problems. In such cases, the University will require the employee to comply fully with all requirements and recommendations of the treatment facility. Failure on the part of the employee to comply with these recommendations will be considered a violation of this policy which may result in disciplinary action up to and including termination.
      3. Rehabilitation with University assistance may be provided from outpatient counseling to admission to a treatment center selected by the University for a period of not more than 30 days or may include counseling sessions with a Substance Abuse Professional (SAP) while continuing normal duties of employment.  An employee who consents to being admitted to a treatment center shall be placed on leave with pay status; provided the employee has accumulated sick leave and vacation days that shall be utilized when available. Employees must adhere to all follow-up guidelines established by an outside professional in rehabilitation counseling. This policy is in accordance with the established University’s Substance Abuse Policy.
    6. RETURN TO WORK AND FOLLOW-UP

      Before a an employee has violated this policy returns to duty requiring the performance of a driving or safety sensitive, the employee shall undergo an alcohol test with a result indicating an alcohol concentration of less than 0.02 and a controlled substances test with a negative result. The employee must submit to a minimum of six (6) unannounced follow-up tests within the first twelve (12) months after returning to work as indicated by the Substance Abuse Professional (SAP).The fee of the initial evaluation is the responsibility of the employee and the fees of the minimum of (6) unannounced follow-up tests are paid by the University.

    7. UNION REPRESENTATION

      Employees covered by a collective bargaining agreement who are required to submit to an alcohol or controlled substance test pursuant to this policy may request union representation at such testing, provided such representation can be obtained within one-half hour of the employee being notified of the need for testing.

    8. CONFIDENTIALITY
      1. All employee alcohol and drug testing results and records will be kept with the strictest confidentiality by the University separate and apart from the employee’s personnel file. The University will release the information to supervisors I managers on a need-to-know Any other release of information by the University will be made only with specific written consent from the employee.
      2. All records regarding this policy will be maintained by the University of Delaware’s DOT on-site Coordinator.
      3. In the event the employee initiates a grievance, lawsuit or any other proceeding that will require a hearing, the University may release relevant information.
      4. Relevant information may also be released by the University to any local, state or federal agency to demonstrate compliance with all rules and regulations.
    9. EMPLOYEE ASSISTANCE PROGRAM
      1. Employees are encouraged to voluntarily seek assistance in dealing with substance abuse. Confidential professional assistance, treatment, planning, and rehabilitation services are available through the University’s Employee Assistance Program, hms, A Health Advocate Company at 800-343- 2186 or hms.HealthAdvocate.com.
      2. The request for assistance for a substance abuse problem will not, in itself, be considered grounds for disciplinary action. A request for assistance will not prevent the taking of appropriate disciplinary action for misconduct or performance problems which may be related to substance abuse.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Human Resources Policies

RESPONSIBLE OFFICE: Office of Human Resources

POLICY NUMBER (Legacy): Jul-44

ORIGINATION DATE: February 1, 1999

REVISION DATE(S): July 2015; March 2016; July 2016

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Policy: Safety
Emergency Management Policy
Policy

Emergency Management Policy

  1. OBJECTIVE
    1. The State of Delaware can be threatened by emergency and disaster situations both natural, such as flash floods, hurricanes, winter storms and fires, and man-made, such as hazardous materials accidents, nuclear releases, civil disorders and terrorist threats.
    2. Because the University of Delaware differs in size, complexity, and function from public agencies in the State of Delaware and the County of New Castle, it is prudent for the University to develop an emergency management program of its own to focus on disaster preparedness, response, recovery and mitigation.
  2. POLICY
    1. In March 2007, the University created the Emergency Preparedness Coordinator position within the Department of Public Safety. This position, now known as the Emergency Preparedness Manager, reports to the Executive Director of Campus and Public Safety. The Emergency Preparedness Manager is responsible for:
      1. Providing basic guidelines for emergency planning, response, mitigation, and recovery/continuity of operations, as well as reviewing completed plans, coordinating emergency planning, conducting training and related exercises with other jurisdictions and agencies, and responding to assist in the management of emergency incidents; and
      2. Developing and administering the following University emergency plans:
        1. The University of Delaware Emergency Operations Plan;
        2. The University of Delaware All Hazard Mitigation Plan;
        3. The University of Delaware Continuity of Operations Plan; and
        4. The University of Delaware Continuity of Government Plan.
      3. The University of Delaware Emergency Operations Plan (“UD EOP”) is the official emergency operations plan for the University). The purpose of the UD EOP is to provide guidance and structure to the operational and administrative response of the University academic and administrative departments in crisis situations that require activation of part or all of the EOP or the Emergency Operations Center (EOC).
      4. All suggestions, recommendations or requests for change to the UD EOP or any other University emergency plan should be submitted in writing to the Emergency Preparedness Manager at the University of Delaware Office of Campus and Public Safety, who shall submit changes to the Executive Director of Campus and Public Safety and the Executive Vice President for approval.
  3. LINKS TO RELATED PLANS AND PROGRAMS
    1. Critical Incident Management Plan
    2. State of Delaware Emergency Operations Plan (DEOP), 2009
    3. National Fire Protection Association (NFPA) Standard 1600
  4. SPECIFIC AUTHORITY
    1. State of Delaware Code, Chapter 31, Emergency Management
    2. Public Law 93-288, Robert T. Stafford Disaster Relief and Emergency Assistance Act
    3. Public Law 107-609, Homeland Security Act of 2002
    4. Public Law 106-390, Disaster Mitigation Act of 2000

Questions related to this policy should be directed to: Executive Director of Campus and Public Safety

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Campus and Public Safety

POLICY NUMBER (Legacy): 7-54

ORIGINATION DATE: May 3, 2013

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Policy: Safety
Emergency Notification Policy
Policy

Emergency Notification Policy

  1. INTRODUCTION
    The University of Delaware is responsible for providing accurate and timely information to the campus community and the public during emergencies. The University is also responsible to students, faculty, and staff when they express concerns about personal safety and security, and consistent with University policies concerning the release of personal information. This Emergency Notification Policy specifies policies and procedures for facilitating the communication of critical emergency information. The policy utilizes the best science and technology available in order to ensure that the University can notify both University and other interested parties of an emergency and provide appropriate direction on how to avoid potential harm.
  2. PURPOSE
    The University’s approach to crisis incidents follows the Phases of Emergency Management as addressed in the full University Emergency Operations Plan (EOP) and Critical Incident Management Plan (CIMP). These documents can be found online at www.udel.edu/safety/plans. This supplemental document builds on the principles found in these documents and is designed to achieve a comprehensive, coordinated approach to communications that will:

    1. Disseminate clear and accurate information to interested constituencies and the public at large.
    2. Assist in the management of crises.
    3. Provide direction to faculty, staff, and students.
    4. Reduce rumor and uncertainty and,
    5. Maintain the institution’s credibility and minimize damage to its reputation.
  3. DEFINITIONS
    1. Urgent message means a message related to an event, expected or unexpected, that threatens life or safety and require immediate action. An urgent message is a message that requires the recipient to react immediately.
    2. Informational message means a message related to a situation that does not present a threat, but as to which the campus community has a right to know. This adheres to the requirements in the Clery Act.
    3. Quick acting tool means a notification tool that can be promptly initiated, take minimal time to deploy and reach a broad audience.
    4. Additional tool means a notification tool that may be time consuming to deploy, take longer to initiate, and have a limited audience.
  4. ACTIVATION DECISION TREE
    1. The process to activate a quick acting tool employs the following work flow:
      1. Situation is identified by a University Department/Unit.
      2. Situation is related to Public Safety or Communications and Marketing.
      3. A conference occurs between:
        1. Chief of Police;
        2. Executive Director of Campus and Public Safety
        3. Vice President for Communications and Marketing
        4. General Counsel;
        5. Dean of Students; and
        6. Other Subject-Matter Experts (SMEs) as needed.
    2. Decision is made whether to send a notification or not.
      1. If yes:
        1. Determination of type of notification urgent message or informational message;
        2. Determination of speed of delivery (quick acting or additional);
        3. Determination of content of message;
        4. Notification tool or tools are chosen based on the discussion above and;
        5. A member of Campus and Public Safety or Communication and Marketing is delegated to activate notification tool or tools
      2. If no:
        1. the decision is documented.
    3. TABLE AND LIST OF NOTIFICATION TOOLS

      Table of Notification Tools

      Situation/ToolsQuick ActingAdditional
      UrgentSend Word Now
      Classroom Projection Override
      Emergency Homepage
      Facebook
      Twitter
      Carillon System
      Local Radio Stations
      Area TV Stations
      Digital Signs
      Voicemail System
      InformationalUD Homepage
      Crime Alert Emails
      PO Box Group Email System
      Send Word Now (Email Only)
      Variable Message Boards
      Digital Signs
      Voicemail System
      Safety Alert Postings

      List of Available University Notification Tools

      1. Sent Word Now (Text, Voice and Email Messaging System)
      2. Classroom Projection Override
      3. Emergency Homepage Override
      4. Facebook/Twitter
      5. Carillon
      6. Local and Area Media (Radio, TV and News)
      7. Digital Signs
      8. UD Homepage
      9. Crime Alerts
      10. PO Box Group Email System
      11. Voicemail System
      12. Safety Alert Postings

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-52

ORIGINATION DATE: April 23, 2008

REVISION DATE(S): May 8, 2012; January 2013

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Policy: Safety
Emergency Response/Fire–Other Emergencies
Policy

Emergency Response/Fire–Other Emergencies

  1. PURPOSE
    To establish uniform procedures throughout the University for the provision of reasonable life safety for employees, students, and guests of the University in case of a fire or other emergencies.
  2. POLICY
    1. Evacuate the building. The actions listed below in sections B-1, 2, 3, and 4 should be completed using reasonable judgement and provided no persons are endangered in the process.
    2. An individual who discovers a fire or other emergency, such as abnormal heating of material, hazardous gas leaks, hazardous material or flammable liquid spill, smoke, or burning odor, shall immediately follow these procedures:
      1. Don’t risk self – leave the area if unsafe.
      2. Give the alarm by:
        1. Sounding the building evacuation alarm by pull box or, if not available, orally notifying occupants of the building.
        2. Notifying Public Safety by University telephone (911) or by an Emergency Phone.
      3. Isolate the area by closing all doors and windows.
      4. Shut down all equipment in the area if possible.
      5. Use a portable fire extinguisher to:
        1. assist oneself to evacuate,
        2. assist another to evacuate, or
        3. control a small fire, if you are properly trained.
    3. When notified of fire or other emergency alarm system or orally, personnel must evacuate the building and move to an area at least 200 feet from the building. Do not reenter the building until advised by the person in charge. Entrances, sidewalks, and driveways shall be kept clear to allow emergency vehicles and personnel access.
      1. Exception #1 to Section IIC. (This exception pertains only to a fire situation)

        If a small contained fire is discovered, the following may be done using good judgment:

        1. Evacuate the immediate area of the fire using verbal instructions.
        2. Ask for assistance from a person in the immediate area.
        3. Extinguish the fire with a portable fire extinguisher.
        4. Contact Public Safety at 911 and wait for their response.
        5. Contact Environmental Health and Safety immediately even if no appreciable damage results. This will assure that the City Fire Marshal is notified as required by law, that extinguishers are recharged, insurance reports filed, and hazardous conditions corrected to reduce the chance of recurrence.
        6. Do not allow reoccupancy of the immediate fire area until cleared by Public Safety and/or Occupational Health and Safety.
      2. Exception #2 to Section IIC. (This exception pertains only to persons with disabilities that would not permit normal evacuation from a facility.) In case of an emergency a person with a disability shall do the following:
        1. Proceed immediately to an “AREA OF REFUGE.”
        2. If an “AREA OF REFUGE” is not available proceed immediately to the nearest marked exit and wait inside the stair tower landing.
        3. Alert a responsible person of your intentions.
        4. Wait for trained emergency responders to rescue you.
      3. Faculty and other supervisory personnel who note that individuals who may have been in the building are missing, should immediately inform the Fire Department Officer in charge and/or University Police.
      4. Supervisory personnel should assist in the evacuation of persons from the building. In specific, for faculty/supervisors of persons with disabilities, note the area of refuge your student/employee has occupied and communicate this information to Public Safety at the Command Post once outside the building. Remain at the command post to provide additional information as necessary for the Fire Department.
      5. Anyone having specific information concerning the nature and/or location of the emergency condition should report this information to the Public Safety Command Post (University Police car with green light). These individuals shall remain at the Command Post until their help is requested by the Fire Department, Fire Marshal, representative of the Department of Environmental Health and Safety, or University Police.
    4. Delegation of Authority in Emergency Situations
      1. When the Fire Department responds to an emergency situation the Fire Chief or his designee has the ultimate authority for the resolution of the incident.
      2. A Fire Marshal may be called to the scene to act as a liaison to the Fire Chief. This individual is responsible for the investigation of the cause and origin of the fire as well as assuring compliance with applicable codes.
      3. When an emergency situation involves only the University Police, the Department of Environmental Health and Safety and the building occupants, the Department of Environmental Health and Safety has the ultimate authority to resolve the incident to assure the protection of human health and the environment.The University Police have responsibility for initial response and crowd control as well as enforcing directions given by the Department of EnvironmentalHealth and Safety. Building occupants/owners shall comply with directives from the Department of Environmental Health and Safety and University Police.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-06

ORIGINATION DATE: November 15, 1978

REVISION DATE(S): September 26, 2003; June 5, 1989; October 1, 1990; May 1, 1996

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Policy: Safety
Extension Cords
Policy

Extension Cords

  1. PURPOSE
    To establish a uniform policy regarding the use of extension cords.
  2. POLICY
    All extension cord use shall comply with NFPA 70 (National Electric Code).

    1. Extension cords shall not be used as a substitute for the fixed wiring of a facility, laboratory or shop.
    2. Extension cords shall not be used for permanent or semi-permanent installations, ie, must be less than 30 days. Exception: Extension cords designed for use with portable equipment.
    3. Extension cords shall be listed by the Underwriters’ Laboratory (U.L.) and bear the U.L. label.
    4. Extension cords shall be a minimum of 16 gauge copper wire and rated for not less than 13 amperes, shall be of the grounding type (three wire) and shall not be used in excess of their rated capacity.
    5. Extension cords shall be used only in continuous lengths without splice or tap. Terminals and insulation shall be free of defects such as cracked, split or nicked insulation; exposed wires; knots; burn marks; loose connectors; or other damage that may present a fire or electrocution hazard. Destroy any extension cords showing defects.
    6. Extension cords shall not be connected in series.
    7. Extension cords shall not be used in bathrooms. Extension cords used in wet or damp areas shall be connected to a ground fault interrupter device or GFCI circuit only.
    8. For three wire extension cords, the ground prong shall not be removed. Departments shall request the installation of three prong type wall outlets where not provided.
    9. Proper polarization shall be maintained at all times.
    10. For extension cords equipped with single plug-in capability, a multiple plug adapter may be utilized provided the adapter is U.L. listed and rated for not less than 125 volts/15 amperes. Multiple plug adapters are not otherwise permitted in conjunction with an extension cord.
    11. Extension cords shall not be covered by carpeting, clothing, furniture, or other objects that could prevent adequate air circulation and cooling of the cord.
    12. Extension cords shall not be tacked, stapled or otherwise affixed in semi-permanent or permanent manner. Major appliances such as refrigerators, television sets, or other devices drawing currents for starting motors shall not be connected to an extension cord.
    13. Multi-plug devices may be used for: computer equipment, televisions, stereos, radios and similar devices. They may not be used with refrigerators, microwaves, coffee pots, hot plates toaster ovens and similar devices. Multi-plug devices must be Underwriters Laboratory approved or approved by a similar nationally recognized testing laboratory and they must contain an integral circuit breaker.

For more information regarding this policy, contact either the Department of Environmental Health and Safety at extension 8475 or the Supervisor of Electrical Services at extension 2621.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-13

ORIGINATION DATE: April 15, 1975

REVISION DATE(S): November 1, 1988; June 27, 1996

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Policy: Safety
Eye Protection Policy
Policy

Eye Protection Policy

  1. PURPOSE
    To establish an eye protection policy that protects the University community from the hazards which can lead to eye injuries.
  2. SCOPE AND APPLICATION
    This policy applies to all University personnel, contract personnel, and visitors in applicable University facilities and/or University operations.
  3. POLICY
    1. Deans, directors, chairpersons, principal investigators, laboratory instructors, and line supervisors shall assure compliance with this policy. Individuals responsible for assuring compliance with this policy shall correct infractions upon detection. Disciplinary actions shall be taken as needed.
    2. Each college, school, department, division or unit shall provide or otherwise make available to each employee required to wear eye protection the devices commensurate with the activity and hazard involved. Students may be required to purchase their own eye protection devices. For information regarding a purchase agreement for safety glasses, contact the Procurement Services at ext. 2161 or at Procurement Services.
    3. All eye protection devices used must be American National Standards Institute Z87.1 approved. This can be determined by checking for an ANSI Z87 or Z87 stamp on the frame of the glasses or goggles.
    4. Departments should develop positive reinforcement programs to encourage employees to comply with the established eye protection equipment requirements.
  4. EYE PROTECTION AREAS
    1. Eye protection shall be utilized by all individuals, including contractors, in University facilities and/or operations in which activities take place involving:
      1. Gas or electric arc welding.
      2. Hot molten metals.
      3. Heat treating, tampering or kiln firing of any metal or other material.
      4. Corrosive, toxic or explosive material.
      5. Compressed gases.
      6. UV lights and laser unless exempted by the Department of Environmental Health and Safety.
      7. Chemicals: liquid and/or solid.
      8. Unsealed sources of radioactive material.
      9. Infectious and potentially infectious materials.
      10. Milling, sawing, turning, shaping, cutting, grinding or stamping of any solid material.
      11. Repair or servicing of mechanical equipment which is reasonably anticipated as hazardous to the eye.
      12. Custodial, groundskeeping or other service activity reasonably anticipated as hazardous to the eye.
      13. Sports related activities which place the eye at risk to impact. Appropriate nationally recognized sporting associations can serve as a source of generally accepted standards for eye protection equipment.
      14. Any other operation involving mechanical or physical activities that are reasonably anticipated as hazardous to the eye.
    2. Every person shall wear eye protection devices when entering, participating in, observing or performing any function in connection with, any course or activity taking place in eye protection areas as defined above. Persons covered include, without limitation, administrators, faculty, staff, students, contractors, other employees and visitors.
    3. University personnel shall follow this policy when conducting University sponsored activities at other locations.
    4. Chemical goggles shall be utilized when there is a liquid splash, spray or mist hazard. Exceptions to this requirement must be approved by the Department of Environmental Health and Safety.
    5. Safety glasses shall be worn at all times in those University laboratories where eye hazards exist.
    6. Photographs taken for public relations purposes must reflect appropriate levels of eye protection for the tasks demonstrated to reflect compliance with the requirements of this policy even if the pictures are staged with non-hazardous materials.

For additional information visit Environmental Health and Safety web site.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER: 7-23

ORIGINATION DATE: May 5, 1982

REVISION DATE(S): June 5, 1989; November 1992; May 1, 1996; January 10, 2006; February 10, 2014

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Policy: Safety
Facility Safety Equipment
Policy

Facility Safety Equipment

  1. PURPOSE
    To establish minimum safety equipment requirements for new or newly renovated laboratories, rooms, areas or facilities where hazardous chemicals will be used or stored or where other hazardous operations will occur.
  2. POLICY
    Unless otherwise specified or exempted by the Director of the Department of Environmental Health and Safety, each new or newly renovated laboratory, room, area or facility in which hazardous chemicals* or materials are used or stored shall be equipped with the following:

    A laboratory hazard sign consistent with the University sign standard. Laboratory Warning Signs

    1. A  plumbed emergency eye wash with tepid water meeting the current ANSI Z358.1 Standard.
      1. Hand held single stream hoses are not a substitute for an ANSI approved, hard-plumbed eye wash. These units may be used to supplement the approved showers and eye washes.
      2.  Whenever possible, the eyewashes shall be plumbed with a drain to facilitate ANSI required testing.
    2. An emergency shower wash meeting the current ANSI Z358.1 Standard, unless a corridor emergency shower is located within 10 seconds or 100 foot travel distance of the hazard area. If corrosive materials are going to be used in a laboratory or area, an emergency shower meeting the current ANSI Z358.1 Standard must then be installed within the area or laboratory where the materials are in use.
    3. Access to corridor installed emergency phone with direct dial to Public Safety within 10 seconds or 100 foot travel distance of the laboratory.
    4. Ground Fault Circuit Interrupts shall be installed in laboratory settings where electric outlets are within 6 feet of water sources.
    5. A biosafety cabinet must be used if work involving infectious materials will take place in the lab unless another containment device, approved by EHS, is incorporated to address the hazards. Cabinets will be selected based on the hazards. They must be approved by Environmental Health and Safety prior to purchase, and must be certified prior to use.
    6. An illuminated laser warning sign may be required if a Class 4 laser will be operated in the room. The sign must be posted at the entrance of the facility and must be capable of being interlocked to the laser power or to the shutter that allows the laser beam to exit the laser unit. Consult with Environmental Health and Safety prior to purchase.
    7. A laboratory fume hood with audio/visual alarm from performance failures which meets the University’s performance standards including requirements outlined in the latest edition of ANSI/AIHA Z9.5-2003.
    8. A Factory Mutual or Underwriters Laboratory approved corrosive liquids cabinet. Laboratories where corrosives are used shall have an eyewash and safety shower in the room and,

      Animal facilities, for laboratory animals, shall at least be designed and constructed according to the minimum standards specified in the Guide for the Care and Use of Laboratory Animals to assure AAALAC accreditation. Agricultural animal facilities shall at least be designed and constructed according to the minimum standards specified in the Guide for the Care and Use of Agricultural Animals in Agricultural Research and Teaching.

      – INDENT TO THE LEFT

      The installation of the above items shall be included and funded as part of the construction or renovation project. Recurring costs for emergency phone lines shall be assigned to Public Safety as part of their emergency operations program.

For more information regarding this policy, contact the Department of Environmental Health and Safety (ext. 8475.)

*A hazardous chemical shall mean any element, chemical compound or mixture of elements and/or compounds which is a physical hazard as defined by OSHA Standard in 29 CFR Section 1910.1200(c) or a hazardous substance as defined by the OSHA Standard in 29 CFR Section 1910.1200(d) (3).

References: ANSI Z358.1, ANSI/AIHA Z9.5-2003: WWW.ANSI.ORG

Link: AALAC Standards

Guide for the Care and Use of Agricultural Animals in Agricultural Research and Teaching. Federation of Animal Science Societies, First Revised Edition, January 1999

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-29

ORIGINATION DATE: July 1, 1987

REVISION DATE(S): June 1999; January 12, 2006; November 15, 2007; October 10, 2008; February 10, 2014

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Form: Safety
Fire Drill Memo
Form

Fire Drill Memo

This form deals with Fire Prevention/Fire Protection. Please review the form carefully to determine its applicability in your research, as well as the entity that governs this particular form. For questions regarding safety concerns and regulations, please visit UD’s EHS (Environmental Health and Safety) or review the policies and procedures in the Safety Section of this page.

This memo should be sent to a building’s occupants before a fire drill that is in cooperation of Safety Committee, Public Safety and Environmental Health and Safety. The memo should state the purpose of the drill so that if an emergency arises in the future, panic will be minimized and you will know how to respond. Please use this template as a starting point for this correspondence.

 

Form Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

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Procedure: Safety
Fire Prevention/Fire Protection Programs
Procedure

Fire Prevention/Fire Protection Programs

The University of Delaware Fire Prevention/Fire Protection Program was established to protect students, employees, and visitors from the perils of fires, explosions, hazardous gas releases and other types of emergencies which may cause injury to persons or damage to University facilities. This program is designed to ensure the University of Delaware is in the forefront of fire safety by maintaining compliance with Federal Laws, State of Delaware Fire Prevention Regulations and local laws governing basic life safety and building protection.

RESOURCES

Questions regarding the fire prevention/fire protection program may be addressed to Kevin McSweeney or call 302-831-6847.

 

Procedure Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

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Policy: Safety
Fire Protection/Life Safety Equipment, Design, Installation and Maintenance
Policy

Fire Protection/Life Safety Equipment, Design, Installation and Maintenance

  1. PURPOSE
    To ensure all activities involving fire protection/life safety equipment and systems are conducted in compliance with all applicable federal, state, local regulations and according to the procedures established by the Department of Environmental Health and Safety.
  2. DEFINITIONS

    Fire Protection/Life Safety Equipment and Systems includes but is not limited to: portable fire extinguishers, fire pumps, and fire/life safety communications equipment.

    Fire Protection Systems includes but are not limited to: gas/smoke and heat detection systems, sprinkler systems, audible, visible, and voice evacuation systems, automatic extinguishing systems, smoke removal systems, exit systems, and fire lane systems.

    Impairment is defined as an occurrence which may cause a reduced level of operational ability of fire/life safety equipment or systems.

  3. POLICY
    1. New Construction/RenovationsAll new installations of this equipment and systems must be performed in compliance with all applicable federal, state, and local regulations.
    2. Existing buildingsIt is imperative to life safety to have all fire protection/life safety systems and equipment in a ready state to be effective in an emergency. For this reason, the procedures established by the Department of Environmental Health and Safety must be followed whenever a system or this equipment must be taken out of service.
    3. Code Enforcement ConsultationsThe Department of Environmental Health and Safety serves as the University liaison between code enforcement officials and the University community for life safety/fire protection issues.
    4. Leased Facilities
      Employees occupying space in leased facilities should be afforded the level of safety provided by the current federal, state and local regulations. Additional information on these topics including the procedures and the involvement of other University departments can be found in the Life Safety/Fire Protection Procedures available from the Department of Environmental Health and Safety at extension 8475.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-07

ORIGINATION DATE: October 2, 1995

REVISION DATE(S): May 3, 1989; December 18, 1991; April 1, 1996

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Policy: Safety
First Aid Kits
Policy

First Aid Kits

  1. PURPOSE
    To establish a uniform standard approved by the University Physician and the Department of Environmental Health and Safety for First Aid Supplies.
  2. POLICY
    1. University Department offices and all University laboratories should make accessible first aid kits for use by the University community.
    2. Any manufacturer’s kit may be used provided the contents comply with the restrictions listed in this policy.
    3. First Aid Kits are available from the Department of Environmental Health and Safety and may be obtained by following the procedure outlined on their web site here.
    4. First Aid Kits should be visible or a sign should be displayed indicating its storage location.
    5. Contents of First Aid Kits are limited to the following types of supplies: bandages, plastic strips, cold packs, soap towelettes, examination gloves, scissors, tweezers, adhesive tape, compresses and CPR barrier devices. The following departments are exempted from this limitation: Department of Public Safety, Student Health Services, Athletic Training Program, Residence Life and CMS Research Vessels.
    6. Do not dispense or administer any medications, including common pain relievers.
    7. Do not put any ointments or creams on wounds or burns; use ice, cold pack or cold water.
    8. Always call 911 to obtain qualified medical assistance for persons who require medical treatment. If you are trained and provide first aid, direct or transport the injured person to a medical facility for further evaluation. Reference the procedure here.
    9. Wear examination gloves and eye protection when rendering assistance for any situation involving contact with blood or other bodily fluids.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-04

ORIGINATION DATE: October 1, 1981

REVISION DATE(S): September 1, 1988; June 5, 1989; January 10, 1995; June 21, 1999; February 17, 2006; February 10, 2014

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Form: Safety
General Safety-Fire-Security Survey Checklist
Form

General Safety-Fire-Security Survey Checklist

This form deals with Fire Prevention/Fire Protection. Please review the form carefully to determine its applicability in your research, as well as the entity that governs this particular form. For questions regarding safety concerns and regulations, please visit UD’s EHS (Environmental Health and Safety) or review the policies and procedures in the Safety Section of this page.

General Inspection checklist for fire hazards.

 

Form Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

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ASSISTANCE

Compliance Hotline
Phone: (302) 831-2792

UD Research Office
210 Hullihen Hall
Newark, DE 19716
Phone: (302) 831-2136
Fax: (302) 831-2828
Contact us

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