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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RO Forms, Policies, and Procedures Search 2019

Animal Subjects in Research

For Forms, Policies and Procedures pertaining to Animal Subjects in Research and other resources

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Conflict of Interest
Contracts and Grant Management
Effort Certification
Export Regulations (ITAR/EAR/OFAC)
Human Subjects in Research
Intellectual Property
Internal Funding
Material Transfer
Reporting Misconduct
Research Administration
Research Agreement Templates
RO Forms, Policies, and Procedures Search 2019
Forms, Policies and Procedures (222 Entries)
Policy: Safety
Removal of Dangerous Material
Policy

Removal of Dangerous Material

  1. PURPOSE
    To protect the health and safety of individuals when dangerous materials which could present an imminent danger to life and health are found in University buildings.
  2. POLICY
    The following procedure will be used when materials or items are found on University property which could present an imminent danger to life and health of the University community.

    1. The person discovering the material or item shall immediately notify the Department of Public Safety by calling 911.
    2. The Department of Public Safety shall evaluate and control the situation and shall request the assistance of other departments or agencies (Department of Environmental Health and Safety, New Castle County Fire Board, etc.) as may be appropriate.
    3. Unless it is of such a nature that safe storage is not possible, all material shall be evaluated for proper storage and if necessary stabilized by a technically qualified person. After stabilization, material shall be securely stored until claimed, retained as evidence or properly disposed of as described in Hazardous Waste Disposal Policy.
    4. The Department of Public Safety shall notify departments and administrators of the incident in accordance with established procedures.

For more information regarding this policy, contact the Department of Public Safety (ext. 2222) or the Department of Environmental Health and Safety (ext. 8475).

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 10-Jul

ORIGINATION DATE: April 5, 1975

REVISION DATE(S): June 5, 1989; April 1, 1996; January 9, 2006

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51603



Form: Animal Subjects in Research
Request for Animals
Form

Request for Animals

This Animal Subjects in Research form is governed by the University of Delaware Institutional Animal Care and Use Committee. To view a fillable PDF version of this form, click on the “PDF Link” button, download the pdf and open it in Adobe Acrobat.

  • If you are using Google Chrome or Mozilla Firefox, there should be a download button in the upper right hand corner of the browser window.
  • If you are using Safari, open the pdf in the browser, go to File » Export as PDF.

 

Form Details:

OWNER: Institutional Animal Care and Use Committee

RESPONSIBLE OFFICE: Institutional Animal Care and Use Committee

ORIGINATION DATE: October 21, 2008

REVISION DATE(S): 7/28/2020, 6/13/14

Download Form Email https://research.udel.edu/forms-policies-procedures/?entry=51631

Form: Internal Funding
Request for Rebudgeting
Form

Request for Rebudgeting

This form is used when there is a need to adjust the previous budget in General University Research, UDRF, UDRF-SI, FRAUNHOFER CMB-UD related projects.

 

Form Details:

OWNER: Research Office

RESPONSIBLE OFFICE: Research Office

ORIGINATION DATE: January 26, 2016

Download Form Email https://research.udel.edu/forms-policies-procedures/?entry=51598

Form: Export Regulations (ITAR/EAR/OFAC)
Request to Export Controlled Technical Data or Items
Form

Request to Export Controlled Technical Data or Items

This export regulations form deals with standards from the United States federal government regarding the transport of research material and project staff across national borders. If there are any questions regarding these standards, please review the Research Office’s Regulatory Affairs page.

 

Form Details:

OWNER: Research Office

RESPONSIBLE OFFICE: Research Office

ORIGINATION DATE: April 16, 2010

Download Form Email https://research.udel.edu/forms-policies-procedures/?entry=51499

Form: Contracts and Grant Management, Research Agreement Templates
Research Agreements with Industry
Form

Research Agreements with Industry

This form is used to help manage the resources allocated from grants, gifts and sponsored agreements. Both the University and the government have specific protocols in place to prevent the misuse of funds and other resources. Please contact your assigned contract and grant specialist if you have specific questions, or if you have questions about other forms and steps in the award process. If you are unsure of who holds the contract and grant specialist position for your department, please refer to the Administrator Directory search on the Staff Directory Page.

 

Form Details:

OWNER: Research Office

RESPONSIBLE OFFICE: Research Office

ORIGINATION DATE: May 26, 2016

Download Form Email https://research.udel.edu/forms-policies-procedures/?entry=51484

Procedure: Compliance, University
Research Compliance & Ethics Program
Procedure

Research Compliance & Ethics Program

The University of Delaware (UD or University), its faculty, staff and students are committed to conducting their research and scholarly endeavors with the highest ethical standards. Consistent with federal government guidelines and requirements, and with widely-recognized best practices to achieve the responsible conduct of research, the University has developed, conducts and maintains current an effective Research Compliance & Ethics Program (RCEP). In doing so, UD exercises due diligence to prevent, detect and correct any research-related conduct that is not consistent with government and best-practice collective tenets. Additionally, the University creates and promotes (in an ongoing fashion) an institution-wide culture that encourages behavior/conduct that is ethical and compliant, and in accord with applicable research-related requirements, guidelines and best practices.

To those ends, the University established and maintains standards and procedures to prevent, detect and correct research-related behaviors that may be (or have the potential to become) aberrant. Methods to keep UD executive leadership knowledgeable with regard to the University RCEP are in place and maintained, so as to accommodate oversight of Program efficacy. Program standards, guidance and training extend to research efforts that include (or potentially include) matters concerning 1) animal care & use, 2) conflict of interest, 3) confidentiality, 4) cost accounting, 5) data management, 6) export controls & trade sanctions, 7) freedom-of-information requests, 8) human subject protection, 9) intellectual property, 10) research integrity and misconduct, 11) research-related agreements and 12) research-related safety (bio-, chemical & hygiene, hazardous substances, radiation and LASER).

The vice president for research, innovation and scholarship, is the University’s chief research administrator and advocate. The Office of Research and Scholarship ensures the presence and maintenance of an adequately-funded and effective research RCEP. Day-to-day operational responsibility for the Program is delegated to the associate deputy provost for research and regulatory affairs, who with colleagues and in cooperation with UD faculty who serve on and chair University compliance and safety committees, are tasked to knowledgeably and competently perform the multi-disciplinary duties needed to ensure that the UD research community goes about its work in a compliant and responsible manner. All University persons performing day-to-day operations aimed at maintaining the integrity of the RCEP 1) have no-known transgressions (past or current) from Program tenets, and 2) have direct access to the Office of the University Research and Regulatory Affairs.

In order to maintain Program effectiveness, the Office of the University Research and Regulatory Affairs oversees and provides a wide spectrum of research-related compliance and ethics training. Training media include web-based presentations and face-to-face presentations. Face-to-face training is offered for groups or individuals, and is offered on regularly scheduled intervals and upon request. Training is typically tailored for students, research-support staff, faculty and other research professionals, across the full spectrum of research-related RCEP topics.

To ensure that UD’s research community adheres to the requirements of the Program, provisions for periodic monitoring and audit are in place. Additionally, the Program offers anonymous avenues for the reporting of University-research activities that may be suspected of being inconsistent with the responsible conduct of research. As a result of an institutional-wide adherence to a Program of recognized and required research-related compliance and ethical morays, UD maintains an ability to provide an open and supportive environment for the conduct of research, while remaining able to quickly identify abhorrent behavior and suspend offenders.

Finally, to help ensure (and confirm) institutional commitment to providing an effective RCEP, the UD Program is periodically assessed internally (with the assistance non-Program University personnel), and modified as necessary to remain aligned with, and responsive to, modifications in federal government and best-practice standards.

Additional information regarding the University RCEP may be accessed by sending an email request to udresearch@udel.edu.

 

Procedure Details:

OWNER: Research Office

RESPONSIBLE OFFICE: Research Office

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51630



Policy: Reporting Misconduct
Research Misconduct
Policy

Research Misconduct

  1. PURPOSE
    The Federal Office of Science and Technology Policy (OSTP) defines research misconduct as “fabrication, falsification, plagiarism, or other practices that seriously deviate from those that are commonly accepted within the scientific community for proposing, performing, or reporting research results.” It is the policy of the University of Delaware to abide by the OSTP policy in all University research. Any intentional distortion of research data or intentional distortions of information or conclusions derived from research data constitutes misconduct in research and is prohibited by University Policy.
  2. POLICY

 

Policy Details:

OWNER: Provost

SECTION: Research, Sponsored Program, Technology Transfer and Intellectual Property Policies

RESPONSIBLE OFFICE: UD Research Office

POLICY NUMBER (Legacy): 10-Jun

ORIGINATION DATE: January 5, 1988

REVISION DATE(S): June 5, 1989; March 1, 1996, January 2005; June 2005; January 18, 2008; May 14, 2008; August 11, 2008

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51414



Procedure: Contracts and Grant Management
Research Office Accounts Receivable Monitoring, Collections and Write-offs Procedure
Procedure

Research Office Accounts Receivable Monitoring, Collections and Write-offs Procedure

  1. OVERVIEW
    The University of Delaware is responsible for requesting and collecting funds related to externally sponsored grants and contracts. Ensuring timely receipt of these funds is an important function of the Research Office Billing Team in close coordination with Principal Investigators (PIs), Department/College Administrators, other central administrative offices, and sponsors.

    The Research Office Billing Team completes billing and collections activities for sponsored research programs. These activities are conducted in accordance with sponsor payment terms set forth in contractual agreements. Contractual payment terms generally require the University to submit invoices or cash drawdowns for payment by the sponsor. While the University receives most sponsor payments reliably, there are scenarios which may place receivables at-risk for nonpayment. Common scenarios which require extra attention from the Research Office include:

    • Issues or questions identified with a submitted invoice. Such instances typically require support documentation or a revised invoice be provided to the sponsor.
    • Incorrect or outdated sponsor billing contacts and/or address information. Such instances require follow-up to ensure invoices reach the correct sponsor contact/office for payment.
    • Unwillingness or inability of a sponsor to fulfill their obligation to pay the University in accordance with contractual payment terms. Such instances require internal escalation and may result in a stop work order depending on risk factors involved.

    The goal of this procedure is to minimize financial loss resulting from uncollectible accounts receivables for sponsored research programs at the University. As such, this procedure sets forth guidance for the Research Office Billing Team to proactively:

    • Monitor and collect outstanding accounts receivables in a consistent, timely manner.
    • Write-off accounts receivables balances deemed uncollectible by the University.
  2. DEFINITIONS
    1. Invoice or Cash Drawdown: A formal billing statement requesting a sponsor pay the University in accordance with contractual payment terms.
    2. Accounts Receivables (AR): A monetary balance owed to the University by means of an invoice or cash drawdown. Any unpaid accounts receivables are considered “outstanding”.
    3. AR Aging Report: A list of outstanding accounts receivables categorized by age (total days old) in the University’s financial system. Regular AR aging reports are generated for review:
      1. Monthly for the Research Office Billing Team
      2. Quarterly for the Research Office and Finance
      3. Semi-Annually for the Board of Trustees Finance Committee
    4. AR Monitoring: Administrative activity related to regular review and tracking of outstanding accounts receivables.
    5. Dunning Letter: A formal notice sent to the sponsor requesting payment for outstanding accounts receivables.
    6. Uncollectible AR Balances: Outstanding accounts receivables balances which have virtually no chance of being paid by the sponsor.
      1. The University designates balances as uncollectible after thorough collections efforts have made without receipt of payment from the sponsor.
    7. AR Write-Off: The process of removing uncollectible AR balances from University financials.
  3. RESPONSIBLE PARTIES
    All University faculty and staff who are responsible for administering externally sponsored grants and contracts should be familiar with this procedure.

    The Research Office Billing Team (Billing Coordinators and the Assistant Director of Billing and Receivables) manages billing, collections, and write-off activities for all sponsored projects in close coordination with other central offices, PIs, and departments/colleges. Specific roles and responsibilities are outlined in the matrix below:

     

    Accounts Receivable Monitoring, Collections, and Write-offs Procedure

    Responsible Party
    P = Primary, S = Secondary, O = Oversight, I = Input

    Research Office

    Departments/Colleges

    Action

    Billing Coordinators

    Assistant Director of Billing and Receivables

    Department/ College
    Administrators

    Principal Investigators

    Complete invoices and cash drawdowns per payment terms in the award agreement

    P

    P, O

    I

    I

    Monitor outstanding accounts receivables via the AR Aging Report

    S

    P

    I

    I

    Follow-up with sponsors to determine payment status of outstanding AR

    P

    S, O

    S

    I

    Send Dunning Letter(s) to request payment from sponsors for outstanding AR

    P

    S, O

    I

    I

    Escalate outstanding AR to other individuals (ex: AVP Research Administration, Deans, General Counsel, Finance)

    S

    P

    I

    I

    Complete write-offs for uncollectible AR balances in coordination with other central offices/leadership

    I

    P

    I

    I

     

  4. PROCEDURE GUIDANCE
    Accounts receivables monitoring, collections, and write-off activities will occur per steps outlined in the timeline below, based on the aging category of outstanding receivables. It is critical that communications from the Research Office, PIs, and departments/colleges be both timely and consistent with the steps below to realize high collection rates and maintain a positive working relationship with the sponsor. Below is a standard timeline to guide these activities:

     

    Aging Category

    Collection Resolution Steps

    30 days
    Current AR

    No collections action is required for AR items outstanding for 30-days or less, as these are considered current by the University.

    31-90 days
    Billing Coordinator Follows-Up via Email

    Billing Coordinators will:

    • Include past due amounts on subsequent invoices.
    • Request the sponsor provide payment status for all outstanding AR items when submitting subsequent invoices for payment.
    • Document collections efforts and sponsor correspondence via receivables comments in the University Financial System.

    The Assistant Director of Billing and Receivables will:

    • Review outstanding AR collections via the monthly AR Aging Report.

    91-120 days
    Billing Coordinator Follows-Up via Email, Phone, and Dunning Letter

    Billing Coordinators will:

    • Include past due amounts on subsequent invoices.
    • Request the sponsor provide payment status for all outstanding AR items when submitting subsequent invoices for payment.
    • Take additional steps to contact the sponsor via phone calls, follow-up emails, and other contact points.
    • If 2-4 weeks pass by and no response is received regarding outstanding items, issue a Dunning Letter to formally request sponsor payment.
    • Document collections efforts and sponsor correspondence via receivables comments in the University Financial System.

    The Assistant Director of Billing and Receivables will:

    • Review outstanding AR collections via the monthly AR Aging Report.

    121-180 days
    Billing Coordinator Follows-Up via Email and Escalates Items to the PI and Department/College Administrator

    Billing Coordinators will:

    • Include past due amounts on subsequent invoices.
    • Request the sponsor provide payment status for all outstanding AR items when submitting subsequent invoices for payment.
    • Alert the PI and Department/College Administrator of unsuccessful collections efforts. Request them to contact the sponsor for resolution.
    • Document collections efforts and sponsor correspondence via receivables comments in the University Financial System.

    The PI and/or Department/College Administrator will:

    • Contact the sponsor to request payment status of outstanding AR and copy the Billing Coordinator. Notify the Billing Coordinator of any other attempted correspondence and/or resulting information obtained.

    The Assistant Director of Billing and Receivables will:

    • Review outstanding AR collections via the monthly AR Aging Report.

    181-365 days
    Billing Coordinator Follows-Up via Email; Assistant Director Escalates Items to the AVP Research Administration and consults University General Counsel

    Billing Coordinators will:

    • Include past due amounts on subsequent invoices.
    • Request the sponsor provide payment status for all outstanding AR items when submitting subsequent invoices for payment.
    • Document collections efforts and sponsor correspondence via receivables comments in the University Financial System.

    The Assistant Director of Billing and Receivables will:

    • Review collections and outstanding receivables via the monthly AR Aging Report.
    • Alert the PI, Department/College Administrator, College Business Officer, Dean, and AVP Research Administration, and Finance of unsuccessful collections efforts.
    • Coordinate with appropriate parties to determine if work should continue based on financial risk.
    • Consult with University General Counsel to determine legal recourse if deemed necessary.

    >365 days
    Assistant Director Escalates to Dean, AVP Research Administration, and Finance; University Determines
    Write-Offs for Uncollectible Balances

    The Assistant Director of Billing and Receivables will:

    • Review collections and outstanding receivables via the monthly AR Aging Report.
    • Alert the PI, Department/College Administrator, College Business Officer, Dean, AVP Research Administration, and Director of Cost Accounting of unsuccessful collections efforts.
    • Coordinate with appropriate parties to determine if outstanding AR balances are uncollectible.

    If all collections efforts fail, including applicable legal recourse, the AR balance will be deemed uncollectible and be written off by the University. All write-offs must be approved by both the Research Office and Finance prior to processing.

  5. ADDITIONAL SCENARIOS

    Below are additional scenarios requiring actions outside of the above standard timeline:

    1. Sponsor Refusal to Pay Due to Identified Billing Issues: The sponsor may refuse payment due to a billing issue, such as unallowable costs included, additional backup required, and/or format updates needed for an invoice. In these instances:
      1. The Billing Coordinator will work to resolve any billing errors via a revised invoice and/or provide additional backup detail to the sponsor.
    2. Sponsor Refusal to Pay Due to Inadequate Work Performance: The sponsor may refuse payment due to inadequate work performance (pending deliverables, reports, and other technical functions for which the University is contractually obligated). In these instances:
      1. The Billing Coordinator will notify the Assistant Director of Billing and Receivables and request the PI and Department/College Administrator reach a resolution with the sponsor within 2-weeks time:
        1. If resolution is not reached in 2-weeks, the Billing Coordinator will send a reminder to the PI and Department/College Administrator.
        2. ii. If resolution is not reached in 4-weeks, the Billing Coordinator will send a reminder to the PI and Department/College Administrator, copying the PI’s Chair, Dean and/or College Business Officer.
      2. Depending on risk factors involved, a meeting may be scheduled with the AVP Research Administration and other appropriate parties to discuss whether work should continue.
    3. Sponsor Refusal to Pay Due to Unwillingness/Inability: If a sponsor refuses to pay due to their belief that the receivable is not their obligation, or due to their inability to pay, the PI and Assistant Director of Billing and Receivables should be notified immediately.
      1. The Assistant Director of Billing and Receivables will escalate the situation to the AVP Research Administration and appropriate parties will review the validity of the claim, determine whether additional work should continue based on applicable risk factors, and consult with University General Counsel for legal recourse.
      2. If a sponsor has defaulted on a debt, the AVP Research Administration will consult with the VP Research, Innovation, and Scholarship to determine if further contract assignments should be accepted by the University.
      3. A stop work order may be issued based on University review of risk factors involved.
        If the PI continues work after issuance of a stop work order, the PI and his/her department will become wholly responsible for all additional deficits that occur after the date of the stop work order.

 

Procedure Details:

OWNER: UD Research Office

RESPONSIBLE OFFICE: UD Research Office

REVISION DATE(S): 9/16/19

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51447



Policy: Safety
Respiratory Protection
Policy

Respiratory Protection

  1. PURPOSE
    To establish uniform administrative procedures and minimum requirements related to respiratory protection.
  2. POLICY
    1. Scope and Application

      In the control of those occupational diseases caused by breathing air contaminated with harmful dusts, fogs, fumes, mists, gases, smokes, sprays, or vapors, the primary objective shall be to prevent atmospheric contamination.

      This shall be accomplished as far as feasible by accepted engineering control measures (for example, enclosure or confinement of the operation, general and local ventilation, and substitution of less toxic materials). When effective engineering controls are not feasible, or while they are being instituted, appropriate respirators shall be used.

    2. Administrative Aspects
      1. Respirators shall be provided by the University when such equipment is necessary to protect the health of the employee*. The University shall provide respirators which are applicable and suitable for the purpose intended.
      2. The Director of the Department of Environmental Health and Safety, shall be responsible for the establishment and maintenance of a respiratory protective program.
      3. The Department of Environmental Health and Safety shall have the authority to require the use of respiratory protective equipment and to prohibit the use of such equipment.
      4. Only respiratory protective equipment approved by the Department of Environmental Health and Safety shall be purchased or utilized.
      5. Only employees authorized by the Department of Environmental Health and Safety shall use respiratory protective equipment.
      6. Respirators requiring a face to respirator seal shall not be worn when conditions prevent a good face seal. Such conditions are a growth of beard, side burns, a skull cap that projects under the facepiece or temple piece of glasses. Departments should make a reasonable effort to find alternative work for employees who may be religiously discriminated against by the facial hair policy.
      7. Departments shall bear the cost of respiratory protective equipment, the cost of miscellaneous supplies and expenses, and the cost of medical evaluations required by the respiratory protection program.
      8. Medical evaluations shall be conducted by the Student Health Service or a licensed physician acceptable to the Director, Student Health Service, and the Director, Department of Environmental Health and Safety.
      9. The supervising department shall notify the Department of Environmental Health and Safety prior to assigning an employee to a task that could require the use of a respiratory protective device.
      10. Employees shall utilize and maintain respiratory protective equipment in accordance with procedures established by the Department of Environmental Health and Safety.
      11. The supervising department shall ensure employees comply with the provisions of the respiratory protection program.
      12. Exceptions to this policy and the respiratory protection program shall require the approval of the Director, Department of Environmental Health and Safety.For more information contact the Department of Environmental Health and Safety (ext. 8475).

N.B. As used in this Policy the term employee includes students.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): Jul-32

ORIGINATION DATE: September 2, 1988

REVISION DATE(S): 23-Apr-90

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51604



Policy: Safety
Safe Use and Storage of Compressed Gas Cylinders
Policy

Safe Use and Storage of Compressed Gas Cylinders

  1. PURPOSE
    To establish a policy on safe use and storage of compressed gas cylinders.
  2. POLICY
    To implement a safety policy on the use and storage of compressed gas cylinders so as to reduce the risk to students, staff, faculty, and the general public. To ensure the safe handling and storage of compressed gas cylinders at the University, the following rules shall be followed:

    1. General Use of Gas CylindersThis policy adopts as recommended practice all applicable National Fire Protection Association (NFPA) codes when this policy is applied to the design and construction of all new facilities where compressed gas cylinders will be used and stored.
      1. Know the contents of a cylinder and be familiar with the properties of that gas.
      2. Never use a cylinder that cannot be positively identified. Do not depend on color coding for gas identification.
      3. All cylinders must bear an identification tag stating the name of the gas or mixture and illustrating one of three conditions: full, in service, or empty.
      4. Handle cylinders carefully and fasten them in a secure manner at all times in an upright position.
      5. Transport larger cylinders only on a wheeled cart specifically designed for gas cylinders. This applies to all cylinders of size 2 or larger. Remove regulators and attach safety caps before transport.
      6. Never tamper with any part of a valve such as the safety or packing nuts.
      7. Do not strike an electric arc on cylinders.
      8. Use cylinders only with matched connectors and proper Compressed Gas Association regulator. Never install cylinder adaptors on a regulator. A regulator registration and periodic inspection program should be initiated by gas users.
      9. Leak test all connections to a cylinder with a soap solution. Caution: Any gas, regardless of its health hazard, may cause asphyxiation by displacing oxygen.
      10. Close cylinder valves when not in use, then bleed pressure from the regulator.
      11. Close valves on empty cylinders and mark “empty.”
      12. Never attempt to refill a cylinder.
      13. Cylinders of compressed gases must be handled as high energy sources and therefore as potential explosives.
      14. When storing or moving a cylinder, have the cap in place to protect the valve stem.
      15. Do not expose cylinders to temperatures higher than 50o C. (122o F.).
      16. When classifying a gas mixture for use in the laboratory, base the classification on the most hazardous component.
      17. Never bleed a cylinder completely empty. Leave a slight pressure to keep contaminants out. Notify the vendor with a note if draw down occurs.
      18. Always wear safety glasses when handling and using compressed gases.
      19. Ground all cylinders containing flammable gases.
      20. When using gases with cryogenic properties, allow adequate ventilation and wear personal protection equipment including heavy gloves and safety goggles. (Gloves must be loose fitting to facilitate rapid removal in case of a spill.)
      21. The number of cylinders of flammable gases and oxygen is limited to a maximum of three per laboratory (refer to appendix).
      22. Cylinders which are not necessary for current operations shall be stored safely outside the laboratory.
      23. Cylinders of all gases having a health hazard rating of 3 or 4 and cylinders of gases having a health hazard rating of 2 with no physiological warning properties shall be kept in a continuously mechanically ventilated enclosure. There will be no more than three cylinders of these hazard ratings per hood or other continuously mechanically ventilated enclosure per laboratory (refer to appendix).
      24. When transporting cylinders on elevators, passengers should be prohibited until the cylinders have been unloaded at their destination. Signs should accompany the cylinder-in-transit warning passengers not to enter.
    2. Storage of Gas Cylinders
      1. Store cylinders in a ventilated area away from heat or ignition sources.
      2. Fasten cylinders securely at all times in an upright position.
      3. Cylinders in storage must be protected from weather extremes and direct sunlight. Protect the base of cylinders from dampness.
      4. Store flammable gases away from all other gases. This will be accomplished by a separation of at least 20 feet of open space or by a wall having a fire rating of at least one hour (refer to appendix).
      5. Safety caps shall be in place at all times during storage and transport of cylinders.
      6. Cylinders of all gases having a health hazard rating of 3 or 4 and cylinders of gases having a health hazard rating of 2 with no physiological warning properties shall be stored in a continuously mechanically ventilated enclosure if inside a building. If stored outside, the gases must be kept under lock and key and located away from populated areas and air intakes to buildings (refer to appendix).
      7. Cylinders will not be stored or left unattended in hallways, corridors, stairways, or other areas of access and/or egress.
      8. When classifying a gas mixture for storage, base the classification on the most hazardous component.
      9. Always separate empty and full cylinder storage.
    3. Transportation (excluding in building transport)
      1. Cylinders shall not be transported in a motor vehicle by University personnel on a routine basis. This transport should be handled by a licensed outside vendor.
      2. If transport by University personnel is absolutely necessary, contact the Department of Environmental Health and Safety at Extension 8475 for approval prior to transport.

APPENDIX

Classification of Gases

Classification of compressed gases can become confusing depending on which of many codes is used. Consequently, this policy has adopted the National Fire Protection Association Classifications which gives three different hazards for each gas: namely, health, flammability, and reactivity. The hazards can be printed in symbol form as shown in the example of acetylene, or in tabular form as shown in Table No. 2.

(To see graphic chart, please see Policies and Procedures Manual)

It is the recommendation of the Office of Environmental Health and Safety that all personnel using, handling or storing compressed gases become familiar with this system.

The following tables qualitatively describe the numerical ratings of hazards and give examples of some gases.

TABLE NO. 1

Identification of Health Hazard Color Code: BLUE

SignalType of Possible Injury
4Materials which on very short exposure could cause death or major residual injury even though prompt medical treatment were given.
3Materials which on short exposure could cause serious temporary or residual injury even though prompt medical treatment were given.
2Materials which on intense or continued exposure could cause temporary incapacitation or possible residual injury unless prompt medical treatment is given.
1Materials which on exposure would cause irritation but only minor residual injury even if no treatment is given.
0Materials which on exposure under fire conditions would offer no hazard beyond that ordinary combustible materials.

Identification of Flammability Color Code: RED

SignalSusceptibility of Materials to Burning
4Materials which will rapidly or completely vaporize at atmospheric pressure and normal ambient temperature, or which are readily dispersed in air and which will burn readily.
3Liquids and solids that can be ignited under almost all ambient temperature conditions.
2Materials that must be moderately heated or exposed to relatively high ambient temperatures before ignition can occur.
1Materials that must be preheated before ignition can occur.
0Materials that will not burn.

Identification of Reactivity (Stability) Color Code: YELLOW

SignalSusceptibility to Release of Energy
4Materials which in themselves are readily capable of detonation or of explosive decomposition or reaction at normal temperatures and pressures.
3Materials which in themselves are capable of detonation or explosive reaction but require a strong initiating source or which must be heated under confinement before initiation or which react explosively with water.
2Materials which in themselves are normally unstable and readily undergo violent chemical change but do not detonate. Also, materials which may react violently with water or which may form potentially explosive mixtures with water.
1Materials which in themselves are normally stable, but which can become unstable at elevated temperatures and pressures or which may react with water with some release of energy but not violently.
0Materials which in themselves are normally stable, even under fire exposure conditions, and which are reactive with water.

TABLE NO. 2*

Some Common Gases and Their Corresponding Hazard Ratings

GasesHealthFlammabilityReactivityOther+
Acetylene143
Boron Trifluoride301
Carbon Monoxide240
Chlorine300OXY
Ethylene Oxide243
Fluorine403-W-
Hydrogen040
Hydrogen Sulfide340
Methane140
Nitrogen0
Phosgene400
Propane140

* This table is not intended to be a complete listing but only to serve as examples.

+ Other is supplementary information such as: Radioactive, acts like oxygen in supporting combustion, reacts violently with water.

If there is a question concerning the installation, storage, or classification of a gas, the user is referred to the references in the bibliography.

If these references are not available or if a question still remains, please call the Department of Environmental Health and Safety at extension 8475. Additional information regarding compressed gas safety can be found at 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 (Legacy): 24-Jul

ORIGINATION DATE: May 5, 1982

REVISION DATE(S): June 5, 1989; May 1, 1996; January 12, 2006

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51585



Procedure: Safety
Safety Education
Procedure

Safety Education

For training information or availability please review the Department of Environmental Health & Safety educational class schedule or contact DEHS or call 831-8475.

 

Procedure Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

Procedure Source Email https://research.udel.edu/forms-policies-procedures/?entry=51606



Policy: Safety
Safety Policy
Policy

Safety Policy

  1. POLICY
    The policy of the University of Delaware is to provide the university community with a safe and healthful work environment. Serious attempts will be made to minimize recognizable hazards. It is the intent of the University to comply with all environmental health, safety, and fire regulations and recommended practices.

    The implementation of this policy is the responsibility of the managerial and supervisory staff. Vice Presidents, Deans, Directors, Chairpersons, Heads of Offices, Laboratory Supervisors and other supervisory personnel will be held accountable for the health and safety of employees engaged in activities under their supervision. Supervisors must insist that employees and contracted personnel comply with health and safety rules and work in a safe and considerate manner. Fostering a positive attitude towards health and safety shall be the responsibility of supervisory staff.

    Employees, faculty and students must understand their responsibility is to comply with health and safety rules issued by the University, their departments and their supervisors. Employees, faculty, and students are encouraged to report all unsafe conditions to their supervisors.

    The Department of Environmental Health and Safety has the authority to assure overall compliance with the intent of this policy. The Department of Environmental Health and Safety also functions in an advisory and consultative capacity providing a wide variety of occupational health and safety services. Their assistance should be sought by any office, department, employee, faculty member, student, or supervisor who experiences an environmental health or safety problem. Health and Safety information is readily available through the EH & S web site or by calling 831-8475.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 1-Jul

ORIGINATION DATE: April 30, 1984

REVISION DATE(S): June 5, 1989; December 18, 1991; March 1, 1996; January 4, 2006

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51608



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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