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 (14 Procedures Entries)
Procedure: Safety
Chemical Waste Disposal Guidance
Procedure: Safety
Fire Prevention/Fire Protection Programs
Procedure

Fire Prevention/Fire Protection Programs

PROCEDURE STATEMENT:

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

Procedure Source Open Procedure



Procedure: Safety
Hazardous Chemical Reporting
Procedure

Hazardous Chemical Reporting

PROCEDURE STATEMENT:

In order comply with the federal Emergency Planning and Community Right-to-Know Act (EPCRA), the EHS maintains an inventory of chemicals classified as hazardous that are used on campus for non-academic purposes and are stored in quantities above established threshold levels. The information in this inventory is used for local emergency planning and informs first responders of possible chemical hazards. The reportable chemical threshold levels are:

  • Extremely Hazardous Substances – 55 gallons, 500 pounds, or the Threshold Planning Quantity (TPQ), whichever is lower.
  • Hazardous Chemicals – 55 gallons or 500 pounds, whichever is lower

As part of the annual maintenance of the inventory, University departments are asked to review their list of chemicals used for non-academic purpose. EHS submits this information to the State of Delaware annually via the Tier II report form. For each chemical reported, the Tier II form requires:

  • The chemical name or the common name as indicated on the SDS
  • An estimate of the maximum amount of the chemical present at any time during the preceding calendar year and the average daily amount
  • A brief description of the manner of storage of the chemical
  • The location of the chemical at the facility

Each department is requested to complete the Workplace Chemical List each year; this information is used by EHS to develop the University’s Tier II report. As part of the EPCRA regulations, a list of hazardous chemicals used in a workplace must be prominently posted for reference by employees. Posting the completed Workplace Chemical List work sheet used to report your chemical inventory will meet this requirement.

Regulations

Questions about Hazardous Chemical Reporting can be addressed to the Bill Harris at 302-831-8274.

 

Procedure Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

Procedure Source Open Procedure



Procedure: Safety
Hydrofluoric Acid Safety Program
Procedure

Hydrofluoric Acid Safety Program

PROCEDURE STATEMENT:

Hydrofluoric acid has a number of chemical, physical and toxicological properties, which make handling this material especially hazardous. All forms, including the solution or the vapor, can cause severe burns to tissue and cause serious toxic systemic effects. Fluoride ions are both acutely and chronically toxic. Fluorides are easily absorbed through the skin, cause death of soft tissue and erode bone as well as cause cardiac arrhythmias or cardiac arrest. Acute effects of hydrofluoric acid exposure include extreme respiratory irritation, immediate and severe eye damage and pulmonary edema. Skin, eye, or lung exposure to concentrated (>50%) hydrofluoric acid solutions will cause immediate, severe, penetrating burns. Exposure to less concentrated solutions may have equally serious effects, but the appearance of symptoms can be delayed for up to 24 hours.

Principal Investigators requesting authorization to purchase and use hydrofluoric acid in their research must complete a Standard Operating Procedure/Authorization Form and submit to the Chemical Hygiene Committee for approval.

Standard Operating Procedure/Authorization Form for Use of Hydrofluoric Acid

Hydrofluoric Acid User Authorization Form

Environmental Health & Safety Hydrofluoric Acid Spill and Splash Pamphlet

On-Line Hydrofluoric Acid Safety Refresher Training

Honeywell Specialty Materials – Hydrofluoric Acid Resources

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

 

Procedure Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

Procedure Source Open Procedure



Procedure: Safety
Industrial Hygiene Program
Procedure

Industrial Hygiene Program

PROCEDURE STATEMENT:

The University of Delaware Industrial Hygiene Program has been developed in response to identified hazards in the workplace as well as for the reduction and analysis of workplace injuries. Program responsibilities span the Department of Environmental Health & Safety staff, Labor Relations, and Safety Committees. Further information can be obtained for the programs listed below:

 

Procedure Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

Procedure Source Open Procedure



Procedure: Safety
Infectious Waste Management – EHS
Procedure

Infectious Waste Management – EHS

1.0 INTRODUCTION

The following guidelines are to be used for the safe handling and disposal of infectious waste generated at the University of Delaware. No radioactive or hazardous waste will be handled through these guidelines. Consult the Radiation Safety Manual and your Department Chemical Hygiene Plan for the proper disposal of those respective wastes.

2.0 INFECTIOUS WASTE MANAGEMENT GUIDELINES

The responsibility for infectious waste identification, segregation, and packaging rests with the principal investigator or permit supervisor. The principal investigator or permit supervisor shall follow all of the procedures in the guidelines and provide proper instruction to personnel under their supervision.

All infectious waste generated at the University must be properly segregated from all other wastes. The Department of Environmental Health & Safety will supply the appropriate boxes, bags, and sharps containers for segregation and disposal. A waste is infectious if it meets the following definition of infectious waste as defined by the State of Delaware’s Regulations for Governing Solid Waste, Section 11, Part 1:

Infectious Waste-means those solid wastes which may cause human disease and may reasonably be suspected of harboring human pathogenic organisms, or may pose a substantial threat or potential hazard to human health or the environment when improperly treated, stored, transported, disposed of or otherwise managed. Types of solid waste designated as infectious include, but are not necessarily limited to, the following:

A. Biological Wastes:

  1. Biological liquid wastes means blood and blood products, excretions, exudates, secretions, suctionings, and other body fluids including liquid wastes from renal dialysis.
  2. Pathological wastes means all human tissues and anatomical remains, including human fetal remains, which emanate from surgery, obstetrical procedures, autopsy and laboratory procedures.
  3. Culture and stocks of etiologic agents and associated biological wastes means, but is not limited to, specimen cultures and stocks of etiologic agents, and wastes from production of biologicals and serums.
  4. Laboratory wastes means those wastes which have come in contact with pathogenic organisms or blood or body fluids. Such wastes include, but are not limited to, disposable materials; culture dishes; devices used to transfer, inoculate, and mix cultures; paper and cloth which has come in contact with specimens or cultures which have not been sterilized or rendered noninfectious; or laboratory wastes, including cultures of etiologic agents, which pose a substantial threat to health due to their volume and virulence.
  5. Animal tissue, bedding and other wastes from animals known or suspected to be infected with a pathogen which also causes human disease, provided that prevailing evidence indicates that such tissue, bedding or other waste may act as a vehicle of transmission to humans.
  6. Human dialysis waste materials including blood lines and dialysate membranes.

B. Sharps means any discarded article that may cause punctures or cuts. Such wastes include, but are not limited to, needles, intravenous (IV) tubing with needles attached, scalpel blades, glass slides, glassware, and syringes that have been removed from their original sterile containers.

C. Discarded biologicals means serums and vaccines produced by pharmaceutical companies for human or veterinary use. These products may be discarded because of a bad manufacturing lot (i.e., off-specification material that does not pass quality control or that is recalled), out-dating or removal of the product from the market or other reasons. Because of the possible presence of etiologic agents in these products, the discarded material constitutes infectious waste.

D. Other infectious wastes means any residue or contaminated soil, water, or other debris resulting from the cleanup of a spill of any infectious waste.

E. Infectious waste that has been sterilized or disinfected by autoclaving or chemical treatment must still be disposed of following the procedures outlined in these guidelines.

Note: Liquid infectious waste may be discarded into the sanitary sewer system, if appropriate. Do not place large quantities (greater than 20 cubic centimeters) of liquid infectious waste into the boxes supplied by the Department of Environmental Health & Safety.

3.0 SEGREGATION AND PACKAGING REQUIREMENTS

All waste, except sharps (see definition) and infectious animal carcasses and/or tissues, that is determined to be infectious should first be autoclaved and then placed into a box which is lined with two 6 mil red infectious waste bags. The bags and boxes for the Newark campus are supplied by the Department of Environmental Health & Safety.

When the infectious waste box is full, seal each of the 6 mil red infectious waste bags individually. Each bag is to be sealed by twisting the top of the bag into a gooseneck and wrapping with a sufficient amount of strong tape (ex. duct tape, packaging tape). NOTE: Do not overfill the box. The flaps to the top of the box must be able to close without obstruction. The department will seal the box prior to the pick-up.

If outside contamination of the regulated waste container occurs, it shall be placed in a second container meeting the same requirements as the original container. Notify the Department of Environmental Health & Safety if outside contamination occurs.

Sharps are to be placed into rigid, puncture-resistant containers supplied by the Department of Environmental Health & Safety. Clipping, breaking and recapping of needles and resheathing of scalpels are not recommended in order to prevent aerosols and accidental punctures or cuts. Under no circumstances shall a discarded sharp (used or unused) be removed from a sharps container. Do not overfill the container. When the sharps container is full, tightly seal the container and place into a properly lined infectious waste disposal box.

When the box is full and the red bags have been sealed, submit a waste pickup request or contact the Department of Environmental Health & Safety (831-8475) for a pick-up if your facility is on the Newark campus. Infectious waste will be picked up on a weekly basis. The following information will be asked at the time of your request for service:

  1. Name
  2. Building
  3. Laboratory Room Number
  4. Number of Boxes to be Picked Up
  5. Packaging Supplies Needed (number of boxes and/or sharps container)

Departments may be authorized by the Department of Environmental Health & Safety to establish a local storage area for waste prior to collection by the disposal company.

Infectious animal carcasses and/or tissues will be handled separately. All animal carcasses and/or tissues should be double-bagged using 6 mil red infectious waste bags supplied by the Department of Environmental Health & Safety. Small animal carcasses can be individually wrapped and collected together in a larger bag. Store carcasses in your freezer or your department’s designated cold storage area. Call the Department of Environmental Health & Safety, 831-8475, for pick-up.

Containers for sharps disposal and for infectious waste at any satellite campus or research facility shall be available from a vendor approved by the Department of Environmental Health & Safety. Collection of filled containers for disposal shall also be done by a vendor approved by the Department of Environmental Health & Safety.

Questions regarding the infectious waste guidelines or infectious waste program should be addressed to EHS or call 831-8475.

 

Procedure Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

Procedure Source Open Procedure



Procedure: Safety
Instructions for Opening Radionuclide Shipments
Procedure

Instructions for Opening Radionuclide Shipments

PROCEDURE STATEMENT:

All packages containing radioactive material are physically received at the Department of Environmental Health & Safety where the external radiation levels are monitored and contamination of the package exterior is assessed. The radioactive stock vial(s) in the package is logged into the radionuclide inventory. The Department of Environmental Health & Safety will not normally open packages unless there is a particular need, such as possible damage or to verify the contents of the package or the intended recipient.

The radionuclide user must follow the procedures below when opening all radionuclide packages.

GENERAL PROCEDURES

  1. Radioactive packages must be opened and inspected as soon as possible after receipt. Solutions inadvertently stored upside down may gradually leak. Also, suppliers often will not accept claims for damaged shipments not inspected within a short time after delivery.
  2. Contamination surveys of packages containing soft beta emitters (e.g. H-3, C-14, S-35, Ca-45, P-33) must be conducted using a liquid scintillation counter (LSC). Packages containing isotopes with beta radiation of higher energy (e.g. P-32, Na-22, Cl-36, Ru-86, 1-131) and most gamma emitters (e.g. Cs-137, Cr-51, Fe-59, Co-60) may be surveyed using a thin end-window GM survey meter or a LSC. Packages containing low energy gamma emitters (e.g. I-125) may be surveyed using a low energy gamma survey meter or a LSC. If you are uncertain which instrument to use to conduct a contamination survey, contact Environmental Health and Safety at 831-8475.
  3. Records of the results of surveys must be maintained.
  4. Disposable plastic gloves, a laboratory coat, and eye protection must be worn while processing a shipment.
  5. Packages containing radioactive iodine or other isotopes with significant possibility of volatility must be processed in a laboratory hood.
  6. Vials containing hard beta or gamma emitters should not be grasped by hand. Tongs or other remote handling devices should be used for these packages.
  7. As used in these procedures, “Outer Container” means the cardboard box or other shipping container in which the radioactive material is shipped from the manufacturer. The term “Source Holder” means the inner package (usually a lead pig, aluminum canister, plastic sleeve, etc.) in which the vial or bottle containing the radioactive material is placed.

SPECIFIC PACKAGE OPENING/INSPECTION PROCEDURES

To be followed in the order listed below

  1. Provide ample workspace with provisions for placing the source holder such that it will not affect the monitoring instrumentation’s background.
  2. Visually inspect the unopened package for evidence of apparent damage or leakage. If none is noted, proceed to Step 3.
  3. Open outer container and remove packing slip. Check packing slip for contamination and place it in a “clean” area if no contamination is found.
  4. Remove packaging material (Styrofoam, padding, etc.) and immediately check material for contamination.
  5. If contamination is found, carefully remove gloves, place them on the container, monitor yourself thoroughly, and contact the Department of Environmental Health and Safety, 831-8475 for instructions. Do not proceed further without consulting with the Department of Environmental Health and Safety.
  6. Remove the source holder from the outer container. Smear the unopened source holder with a “QTip” or filter paper and monitor the smear to check for contamination. If contamination is noted, return to Step 5.
  7. Open the source holder, remove the final source container (using a remote handling device if the nuclide is a hard beta or gamma emitter), and check the vial label to verify that the contents agree with the packing slip and with your purchase order. At this time, also quickly check the final source container for visible evidence of leakage or breakage of seals.
  8. Wipe the outside of the final source container with a “Q-Tip” or filter paper and monitor this wipe to check for contamination. If contamination is noted, return to Step 5.
  9. Place the final source container in a storage area with appropriate shielding. Be sure to refrigerate or freeze if appropriate.
  10. If your survey shows no evidence of packing material contamination, leakage, or discrepancy between the material/amount ordered and that received, remove or obliterate all radiation symbols and “Radioactive Material” labels from the empty outer container and discard as normal trash.
  11. Remove gloves and dispose of them as radioactive waste. Monitor your hands to confirm that they have not been contaminated.
  12. When all of the above steps have been completed, log the contents of the package (date received, nuclide, activity, chemical form, purchase order number, etc.) into your laboratory’s radioisotope inventory record. The material is now ready for routine use according to your authorization.

CAUTION

When manipulating the final source container, be very careful of possible radiation exposure to your hands. Also, perform these operations in a containment that will avoid loss of the contents in the event the final container escapes from slippery fingers, tongs, etc.

University of Delaware
Department of Environmental Health and Safety
302-831-8475

9/97

 

Procedure Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

ORIGINATION DATE: September 1, 1997

Procedure Source Open Procedure



Procedure: Safety
Instructions for Ordering Radionuclides
Procedure

Instructions for Ordering Radionuclides

PROCEDURE STATEMENT:

Only the Department of Environmental Health and Safety (DEHS) may place orders for radionuclides. Researchers may contact radionuclide providers to inquire about product information, availability, cost, etc. but they may not place an order.

Most radiochemical vendors provide the university with discount pricing that is less than the catalog or on-line price advertised. DEHS can provide researchers with the price for an item upon request– the following information is needed: vendor name, catalog number, and amount of activity desired (e.g. 250 microcuries).

To request that DEHS place an order, individuals submit the Radioactive Material Requisition (RMR) form found on the UD Webforms site (www.udel.edu/webforms).

  • The RMR form may be used to order up to three different products from the same radiochemical vendor. If a product from another vendor is desired, then a second RMR must be submitted.
  • When placing the order, DEHS will request that the vendor deliver the shipment to the university on the date that the submitter enters in the “Desired arrival date” field. Orders will be placed with the vendor on the same day that DEHS receives a correctly completed Radioactive Material Requisition. Submitters should be aware that it is unlikely that a request for a shipment to arrive the next day will actually result in a next-day arrival if they submit the RMR in the mid or late afternoon. Even when ordered early in the day, shipments which are requested to arrive on the next day do not always arrive as expected– submitters should make allowances for late shipments when they submit their RMR and plan their experiments.
  • When completing the Radioactive Material Requisition, it is not necessary for the researcher to know the total price of the item(s) to be ordered. The “Total price of all units” field may be left blank or an estimated price may be entered. If no price is entered, DEHS will place the order regardless of cost. If a known or estimated cost is entered, DEHS will contact the submitter before finalizing the order with the vendor if the actual cost is much higher that that entered.
  • For shipments to be delivered to the Lewes campus, the researcher must enter a name in the field “Name of person who will receive package” to ensure proper delivery. This field may be left blank for shipments to the Newark campus.
  • In the “Funding” section, choose “Other” in the Nickname field and enter your “SpeedType” (Purpose Code). If you are uncertain what this number is, contact your departmental business office. The “UserField” may be left blank. Click on “Next Step” to go to page two of the form.
  • In the section “Accounting Information”, enter the following number in the “Account” field: 140180. Entries in all the other fields are optional.
  • In the section “Routing and Authorization”, chose the appropriate “Purpose Approver” from the pull down menu. If you do not know which name to select, contact your departmental business office. Click on “Finish and Submit”.
  • IMPORTANT NOTE!! DEHS will not receive your order request until the Purpose Approver opens the form and approves. This could be a source of delayed orders. If you desire an order to arrive on the following day, it is recommended that you confirm that the Purpose Approver you select on the form is actually at-work that day. Contacting the Purpose Approver immediately after you submit the webform and requesting that they “approve” the order, will also expedite your order.
  • Those placing orders are welcome to contact Bill Fendt (x1434) or Geri Foster (x8476) to see if their order has reached DEHS (i.e. has been “approved” by the Purpose Approver).
  • The individual submitting the Radioactive Material Requisition form may also identify others to receive a copy of the RMR by entering their email addresses in the COPY fields of the Routing and Authorization section of the form.

The cost of the ordered items will be charged against the identified account but this may take several weeks since shipping charges are not always known at the time the order is placed.

Submitters are welcome to contact DEHS (302-831-8475) if they have questions on how to complete a Radioactive Material Requisition or to inquire whether a RMR has been received or processed.

 

Procedure Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

Procedure Source Open Procedure



Procedure: Safety
Laboratory Inspection Program
Procedure

Laboratory Inspection Program

PROCEDURE STATEMENT:

Laboratory inspections are required by University Policy 7-02, Department Safety Committees, to be conducted quarterly. The Departmental Chemical Hygiene Officer or Safety Committee Chair will organize these inspections which will check for Chemical Hygiene Plan compliance. The inspections may be conducted by the Departmental Chemical Hygiene Officer, the University of Delaware Chemical Hygiene Officer, a member of the local safety committee or on occasion the laboratory occupants. Laboratory supervisors are responsible for ensuring compliance with the University’s Chemical Hygiene Plan and must remediate any deficiencies identified in the laboratory in a timely manner.

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

 

Procedure Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

Procedure Source Open Procedure



Procedure: Safety
Radioactive Materials Program
Procedure

Radioactive Materials Program

PROCEDURE STATEMENT:

The University of Delaware holds a USNRC Type A Broadscope License to use radioactive materials at its campuses in the State of Delaware and in coastal waters as well as at sea. The day-to-day operations of the program are managed by the Radiation Safety Officer assisted by the Radiation Safety Technician. Program elements are listed below:

Radiation Safety Procedures

Questions regarding radioactive materials may be addressed to William Fendt or call 831-1434.

 

Procedure Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

Procedure Source Open Procedure



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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 Agreement Templates
ASSISTANCE

Compliance Hotline
Phone: (302) 831-2792

UD Research Office
Phone: (302) 831-2136
Fax: (302) 831-2828

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