Forms, Policies and 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.

Forms, Policies and Procedures (48 Policies Entries)
Policy: Safety
Abandoned, Found, Removed, or Unclaimed Property
Policy

Abandoned, Found, Removed, or Unclaimed Property

  1. PURPOSE
    To establish a uniform and consistent policy for the retention, accounting, and disposition of abandoned, found, removed, or unclaimed property.
  2. POLICY
    A University employee finding, coming into possession of, or removing abandoned, lost, or unclaimed property shall forward these item(s) either to the Department of Public Safety or an appropriate authority* within or nearest the facility in which the item was located.

    Any person or office designated as a deposit point for such items shall maintain a log containing a description of the property, date and location found, name and address of the finder, and disposition of the item(s).

    Any property deposited with an appropriate authority which is not claimed or returned to the rightful owner within 10 days of the receipt shall be forwarded to the Department of Public Safety.

    Property can be returned or released to a rightful owner if that person can reasonably demonstrate ownership.** Claimants shall provide identification and be required to sign for the item.

    Property which has been found and turned in by a finder who is not an employee or agent of the University may be returned to the finder by the Department of Public Safety after all reasonable efforts to locate the rightful owner have been exhausted.

    In cases where an employee or agent of the University is the finder, the property will be disposed of in accordance with established Public safety departmental procedures.

    Theft of lost or mislaid property occurs when a person exercises control over the property of another which is known to be lost, mislaid, or misdelivered without taking reasonable measures to return the property to its owner, and is a criminal offense.

    * An appropriate authority is a designated person or office location where this type of property is normally deposited and maintained.

    **Any questions, concerns, or disputes in determining rightful ownership should be immediately referred to the Department of 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): 7-33

ORIGINATION DATE: October 11, 1988

REVISION DATE(S): 1-Mar-96

Policy Source Open Policy



Policy: Safety
Alarms and Security Monitoring Systems
Policy

Alarms and Security Monitoring Systems

  1. PURPOSE
    To establish a review and approval procedure governing the design, selection, purchase and installation of any intrusion alarms and other security monitoring systems to ensure maximum system compatibility and effectiveness.

  2. POLICY
    Any person or unit of the University considering the purchase or installation of an intrusion alarm or security monitoring system on the University premises* must consult with and receive prior approval from the Director of Public Safety or his designee.

    Anyone considering the purchase or installation of an intrusion alarm or security monitoring system must contact the Department of Public Safety, Technical Services Unit, at 831-2683. the Director of Public Safety or his designee will review the physical and personal security needs of the facility and the persons who will occupy that facility, determine appropriate design parameters, and assist with the selection of the system.

    Prior to placing any intrusion alarm or security monitoring system on line, the contractor or installer must ensure that the system has been tested for proper operation and that an orientation has been conducted with the primary users and Public Safety staff.

    All design specifications must comply with standards established by Facilities Management.

    * This policy applies to new construction, existing facilities, upgrading/changing system designs or specifications, and any other modifications to existing or planned security systems that either report to or are monitored by the Department of 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): 7-28

ORIGINATION DATE: October 2, 1985

REVISION DATE(S): 1-Apr-96

Policy Source Open Policy



Policy: Safety
Ambulance Service for University Employees
Policy

Ambulance Service for University Employees

  1. PURPOSE
    To assist in providing immediate medical attention for University employees who are injured or require medical attention while at work.
  2. POLICY
    When an employee is injured at work or is suffering from an ailment that in the exercise of good judgment requires emergency first aid or examination/treatment by a physician, the employee, the supervisor, or someone else who is present should immediately call 911. Outside of the Newark Campus, contact should also be made with Public Safety at 831-2222 (or 645-4333 in Southern Delaware).

    1. The caller should provide the following information:
      1. The location, age, gender, and name (if known) of the injured/sick employee.
      2. As much detail as possible about the nature of the injury or illness.
      3. Information about any hazards that may threaten the victim or responding officers.
      4. The name and department of the caller.
    2. Types of Response
      1. University police and security officers are trained in CPR and basic first aid. They are normally the first responders to medical emergencies on campus. University police officers are dispatched to all life threatening medical emergencies and investigate all accidents resulting in serious injury. If an injury or illness is such that ambulance transportation is not required, the affected individual may be transported in a University Police vehicle.
      2. If an ambulance is needed to transport the employee, University Police Communications Center will transfer the call to the New Castle County Fire board. The Fire board will dispatch an ambulance to the scene. UDECU, University of Delaware Emergency Care Unit, a volunteer Registered Student Organization whose members receive extensive emergency medical training and are Nationally Registered Emergency Medical Technicians-Basic (NREMT-B) would be the first to be contacted to respond. If UDECU is not available for service or the site of the injured/sick employee is outside the Newark Campus, then the appropriate basic life support service provider will be dispatched.
      3. When advanced life support assistance is required, a Paramedic unit will be requested. Paramedics do not provide ambulance service, but will accompany a patient to the most appropriate emergency medical facility.
    3. If transportation is required, the employee will be transported to the appropriate medical facility.*
    4. In non-emergency cases where the employee has been transported to a medical facility by a Public Safety officer, Public Safety will be available for transportation back to campus and/or other reasonable transfers.
    5. In cases where the injured/sick employee is on campus and needs to return home, the employee’s supervisor will ensure that appropriate transportation arrangements are made.

* The University of Delaware recommends Christiana Care, Occupational Health Services to handle job related injuries. Provider information is available on the Environmental Health and Safety Accident Procedures web site. All employees who suffer work related injuries of a non-emergency nature will be transported to Environmental Health during normal business hours. Employees have the option of being taken to a local medical facility instead of Environmental Health if they so chose. In cases involving serious injuries or illnesses, the responding ambulance attendants or Paramedics will determine the most appropriate facility.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Campus and Public Safety

POLICY NUMBER (Legacy): 7-05

ORIGINATION DATE: March 1, 1996

REVISION DATE(S): December 2000; July 1, 2005

Policy Source Open Policy



Policy: Safety
Asbestos Management
Policy

Asbestos Management

  1. PURPOSE
    To ensure that asbestos exposures of all University personnel, students, guests, visitors and contract personnel are minimized by assuring that all activities that may impact, disturb or dislodge asbestos containing materials and all building conditions that could allow exposure to asbestos fibers are conducted and abated, respectively, in a manner consistent with established safety practices.
  2. LIMITATIONS
    This policy and the associated Asbestos Management Plan is established to address the health concerns posed by exposure to asbestos in University owned and/or occupied buildings.
  3. DEFINITIONS
    1. Asbestos Containing Materials (ACM) – any material containing more than one percent asbestos. Common examples of ACM include but are not limited to: pipe and boiler insulation, sprayed on fire- proofing, troweled on acoustical plaster, floor tile and mastic, floor linoleum, transite shingles, roofing materials, wall and ceiling plaster, ceiling tiles, and gasket materials.
    2. Presumed Asbestos Containing Material – any thermal or surfacing materials present in buildings constructed prior to 1980 that are assumed to contain greater than one percent asbestos but have not been sampled or analyzed to verify or negate the presence of asbestos as defined by the OSHA Asbestos Standard.
    3. Small Operations and Maintenance Activity – any activity conducted by the University’s in-house asbestos team that requires the abatement of less than 25 linear feet or 10 square feet of known or assumed asbestos containing materials.
    4. Suspect Asbestos Containing Materials – any material that may contain more than one percent asbestos but has not been sampled and tested to determine its asbestos content.
  4. POLICY
    1. The Department of Environmental Health and Safety (DEHS) shall write and maintain an Asbestos Management Plan which establishes an asbestos operations and maintenance program and procedural document for the University. The Department of Environmental Health and Safety is responsible for the management and implementation of the Asbestos Management Plan.
    2. Prior to the start of any renovation and/or demolition project, excluding small operations and maintenance activities, the DEHS must be contacted to coordinate a survey for suspect and known asbestos containing materials in the project area. Any suspect asbestos containing material identified in the project area that may be impacted or disturbed must be either sampled and tested to determine its asbestos content following established protocols or assumed to contain asbestos and managed as an asbestos containing material. Small operations and maintenance activities do not need to be coordinated through the DEHS.
    3. Any materials that are known and/or identified to be ACM and will be impacted or disturbed as a result of renovation or demolition activity must be properly abated in accordance with University specifications; State of Delaware Regulations Governing the Control of Asbestos Containing Materials; Environmental Protection Agency NESHAP Regulations; and Environmental Safety and Health Administration Asbestos Standards.
    4. Asbestos abatement projects, excluding small operations and maintenance activities, must be coordinated, supervised and monitored by the DEHS and/or the University’s approved term consultant. Small operations and maintenance activities do not need to be supervised and monitored unless they are completed in public areas. Examples of public areas include but are not limited to offices, classrooms, auditoriums, conference rooms, hallways, bathrooms, living spaces, common building areas and laboratories Any exceptions to the supervision and monitoring requirement must be determined on a case by case basis by the DEHS.
    5. The DEHS shall require that specific University employees receive asbestos awareness training and annual refresher training thereafter. They shall also be responsible for determining which job classifications are subject to training.
    6. University employees who are required to perform asbestos abatement activities, covered under EPA’s NESHAP Regulations must be certified by the State of Delaware as asbestos abatement supervisors/workers.
    7. University employees who are required to perform operations and maintenance activities involving asbestos containing materials must be certified by the State of Delaware for these operations. Any University employee or sub-contractor that identifies any damaged, suspect or known asbestos containing materials shall notify the DEHS immediately upon identification. The DEHS will assess the situation, arrange for the appropriate corrective actions, and notify the regulatory agencies as necessary.
    8. Asbestos consultants that may be contracted by the University to prepare asbestos abatement specifications, conduct facility surveys for ACM, monitor asbestos abatement projects and analyze bulk and air asbestos samples shall be pre-approved by the DOHS.
    9. Asbestos abatement contractors that may be contracted by the University to complete asbestos abatement projects shall be pre- approved by the DEHS.

For further information or copies of the Asbestos Management Plan, please contact 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): 7-42

ORIGINATION DATE: June 26, 1996

REVISION DATE(S): 13-Jan-06

Policy Source Open Policy



Policy: Safety
Biosafety Program
Policy

Biosafety Program

The University’s Biosafety program is established to protect individuals from exposure to biohazards through the application of administrative and engineering controls. The program is managed by the Biosafety Officer and has oversight by the University Biosafety Committee. The program is described in the various subject areas listed below:

BIOLOGICAL PROGRAMS

BIOSAFETY RESOURCES

Any Biosafety issues may be addressed to Krista Murray or call 831-1433.

 

Policy Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

Policy Source Open Policy



Policy: Safety
Bloodborne Pathogens
Policy

Bloodborne Pathogens

  1. PURPOSE
    To protect workers from the risks of being occupationally infected with the Human Immunodeficiency Virus (HIV), Hepatitis B virus, or other bloodborne pathogens and to implement the OSHA Standard 29 CFR Section 1910.1030 Bloodborne Pathogens.
  2. DEFINITIONS
    1. Blood: means human blood, human blood components, and products made from human blood.
    2. Bloodborne Pathogens: means pathogenic microorganisms that are present in human blood and can cause disease in humans. These pathogens include, but are not limited to, hepatitis B virus (HBV) and human immunodeficiency virus (HIV).
    3. Other Potentially Infectious Materials means:
      1. The following human body fluids: semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial fluid, peritoneal fluid, amniotic fluid, saliva in dental procedures, any body fluid that is visibly contaminated with blood, and all body fluids in situations where it is difficult or impossible to differentiate between body fluids;
      2. Any unfixed tissue or organ (other than intact skin) from a human (living or dead); and
      3. HIV-containing cell or tissue cultures, organ cultures, and HIV-or HBV-containing culture medium or other solutions; and blood, organs, or other tissues from experimental animals infected with HIV or HBV.
    4. Occupational Exposure: reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potentially infectious materials that may result from the performance of an employee’s duties.
  3. SCOPE
    This policy applies to all University personnel, employees, students and visitors, who are exposed to blood or other potentially infectious materials as a result of their University sponsored activities.
  4. POLICY
    1. The Director of Environmental Health and Safety shall be responsible for determining which job classifications are subject to regulation by the OSHA Bloodborne Pathogens Standard, hereafter referred to as the Standard.
    2. The DEHS shall write and maintain a current Exposure Control Plan (ECP) for the University which establishes a program to assure compliance with the Standard.
    3. Deans, directors, chairpersons, principal investigators, laboratory instructors, and line supervisors shall assure compliance with the requirements established in the University ECP. Individuals responsible for assuring compliance with this policy shall correct violations upon detection. Disciplinary actions shall be taken as needed.
    4. Hepatitis B vaccinations shall be offered to all individuals occupationally exposed and provided free of charge to employees who are subject to regulation by the Standard.

For further information or copies of the Exposure Control Plan, please contact 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): 7-31

ORIGINATION DATE: August 29, 1988

REVISION DATE(S): 15-Mar-94

Policy Source Open Policy



Policy: Safety
Bloodborne Pathogens Program
Policy

Bloodborne Pathogens Program

The University of Delaware’s Bloodborne Pathogens Program was established in 1993 to protect workers who are exposed to blood or other potentially infectious materials in the workplace. It is designed to provide compliance with the Occupational Safety and Health Administration’s Bloodborne Pathogens Standard. The program requires registration with the Department of Environmental Health and Safety.

Questions regarding bloodborne pathogens issues may be addressed to EHS or call 831-8475.

 

Policy Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health and Safety

Policy Source Open Policy



Policy: Safety
Building Floor Loading
Policy

Building Floor Loading

  1. PURPOSE
    To develop safety procedures to be followed to insure that structural design of building floors are not exceeded to the point of collapse.
  2. POLICY
    It shall be the policy of the University not to exceed the assigned permissible floor loadings of any building as established by Facilities Planning and Construction.

    All buildings are structurally engineered to provide a specific floor loading which should not be exceeded. This is to prevent major collapse which could result in loss of life and major physical damage. Original occupancy of buildings considers placement of equipment to keep the floor loading under these limits. However, with passage of time, considerable changes are effected over the life of a building to accomplish updating with new programs, new equipment, new personnel, and other projects.

    Heavy equipment items such as machinery, computers, heavy blueprint files, kilns, furnaces are often added which are heavy with their own weight. Other equipment items often leading to excessive loading are cold rooms, mass grouping of 4 drawer files, blueprint files, and similar items which become heavy only after being used or occupied.

  3. PROCEDURE
    1. Facilities Planning and Construction

      During remodeling or renovation planning for a building, the Facilities Planning and Construction Department will verify the safe floor loading before the project is approved for construction.

      If maintenance conditions arise in which the integrity of a floor system is questionable, Facilities Planning and Construction will have it reviewed by a licensed structural engineer for verification of the safe floor loading limit. If the safe limit is modified, Facilities Planning and Construction will correct their listing for the area involved.

    2. Purchasing

      Procurement Services will not purchase heavy equipment and material such as cold boxes, machinery and laboratory equipment without prior confirmation of floor load capability by Facilities Management. As a general guide, equipment of this nature should be reviewed if it exceeds 30 lbs./square foot in its floor load. If it is a “container” which may be loaded with items after installation in which the floor load may be questionable, it should also be reviewed by Facilities Management.

    3. Facilities Maintenance and Operations

      Facilities personnel, during the course of performing building maintenance work, will report to the Director of Facilities Maintenance and Operations any structural deficiencies observed and will take necessary action to determine cause of the deficiency and correct it. If a condition is found that is unsafe to personnel, the area will be evacuated until the condition is corrected. Such conditions will be immediately reported to the Public Safety Office and to Facilities Planning and Construction.

      Facilities personnel, who normally move and install most heavy equipment, will report any abnormally heavy loads being installed to the Director of Facilities Maintenance and Operations for verification of safe floor loading. (The guidelines stated for Purchasing above may be used to identify when loads become heavy and require investigation). The Director will verify the conditions with the Facilities Planning and Construction Office for approval or changes needed.

    4. All Other Departments

      Since cases of excessive floor loading may arise over time by purchase of new equipment or gradual concentration of heavy files or equipment, Department personnel must be alert to changing conditions that may exceed designed floor loadings:

      1. Any area suspected to exceed floor weights of 30 pounds per square foot should be brought to the attention of Facilities Planning and Construction for review. If areas must be modified to insure safety, Facilities Planning and Construction shall follow up with the Department involved.
      2. Purchase of new equipment which exceeds a floor load a weight of 30 pounds per square foot shall be reviewed with Facilities Planning and Construction for approval.

        Note: The weight limit of 30 pounds per square foot is the lowest known floor loading in University buildings. Many buildings exceed this rating depending on type of construction and age.

        If it is known that a department’s space has a load limit exceeding 30 pounds per square foot (i.e. 100 pounds per square foot for example) the known rating may be substituted in “1” and “2” above so that verification of loading would be required only when it exceeds the known rating.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Facilities, Real Estate and Auxiliary Services Policies

RESPONSIBLE OFFICE: Facilities, Real Estate and Auxiliary Services

POLICY NUMBER (Legacy): 7-20

ORIGINATION DATE: September 15, 1977

REVISION DATE(S): June 5, 1989; March 1, 1996; July 1, 2005

Policy Source Open Policy



Policy: Safety
Campus Injuries and Illnesses
Policy

Campus Injuries and Illnesses

  1. PURPOSE
    To outline the appropriate action to be followed when a University employee, visitor or student is involved in a campus injury or illness.
  2. POLICY
    1. NotificationUniversity employees and students must notify their immediate supervisor of all campus injuries or illnesses as soon as possible. Persons responsible for visitors shall report campus injuries or illnesses whenever possible.  Injuries or Illnesses which result in medical expenses for these non-University employees (students and visitors) should be submitted through their personal insurance or Student Health Insurance.
    2. Immediate Medical AttentionIf immediate medical attention is required, injured or ill persons should be transported to the nearest emergency health care facility. Serious or nonroutine medical injuries should be directly referred to Christiana Hospital. This should be accomplished by arranging for emergency transport by calling:
      Newark Campus: Public Safety 911
      All other Campuses: call 9-911
    3. Routine Medical AttentionFor illnesses or injuries that do not require immediate medical attention but do warrant medical consultation, the following options are available:
      1. Employees may visit the University Environmental Health Provider chosen by Labor Relations and Environmental Health and Safety or their personal physician. (Provider information is available on the Environmental Health and Safety Injury/Illness Procedures web page, or from the  Office of Labor Relations) Employees requiring medical attention shall not return to regular activities until released by a medical professional.
      2. Students may use the Student Health Service at Laurel Hall or their personal physician.
      3. Visitors are permitted to use the University’s Environmental Healthcare provider or their personal physician.
      4. Bills for medical expenses resulting from illnesses or injuries for non-University employees (students and visitors) should be submitted through their personal insurance or Student Health Insurance (students).
    4.  Reporting
      1. Employees: The Department of the injured/ill employee must complete and submit a State of Delaware First Report of Occupational Injury or Disease and Injury/Illness Loss Investigation Report Form and submit it to the Office of Labor Relations within 24 hours. Copies of the report should be provided to Environmental Health and Safety and their Departmental Safety Committee Chair, to the extent they exist.
        1. Forms are available from the Office of Labor Relations, 831-8305 or from Environmental Health and Safety’s web site at Environmental Health and Safety.
      2. Students/Visitors: A First Report of Injury and Illness/Injury Loss Investigation Report form must be completed for student/visitors and submitted to the Department of Environmental Health and Safety and their Departmental Safety Committee Chair, to the extent they exist.
        1. Forms are available from the Department of Environmental Health and Safety, 831-8475, or on the EH&S website.
    5. InvestigationAn investigation shall be completed for all reported illnesses/injuries as appropriate. Documentation of these investigations is included with the report form. Departmental Safety Committees are responsible for assuring that corrective actions identified are implemented. Environmental Health and Safety will monitor any investigation into the cause of the injury/illness reported. More information on the University’s accident/illness program can be found at Enviromental Health and Safety Procedures for Injury/Illness.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-03

ORIGINATION DATE: April 15, 1975

REVISION DATE(S): June 5, 1989; June, 1999; January 9, 2006; February 17, 2006; February 10, 2014

Policy Source Open Policy



Policy: Safety
Chemical Hygiene Program
Policy

Chemical Hygiene Program

The University of Delaware is committed to providing a safe working environment for its faculty, staff, students and visitors. The goal of the University’s Chemical Hygiene Program is to minimize the risk of injury or illness by ensuring that University personnel have the training, information, support and equipment needed to work safely in the laboratory.

The University Chemical Hygiene Committee facilitates the implementation of the program through the Department of Environmental Health and Safety and develops and maintains the University’s Chemical Hygiene Plan. Further information on the program can be found below:

PROGRAMS AND PROCEDURES:

SPILL AND EMERGENCY RESPONSE PROCEDURES:

GUIDELINES AND RESOURCES:

 

Any questions or concerns related to the Chemical Hygiene Plan should be addressed to the Chemical Hygiene Officer at dehsafety@udel.edu or call 302-831-8475.

 

Policy Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

Policy Source Open Policy



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Animal Subjects in Research

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Conflict of Interest
Contracts and Grant Management
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Material Transfer
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Phone: (302) 831-2792

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Phone: (302) 831-2136
Fax: (302) 831-2828

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