Safety Documentation

UVM Lab Safety Notebook 

Every UVM laboratory is required to document safety information. Create a Laboratory Safety Notebook with, at a minimum, the sections itemized below. 

Store the notebook on the back of (or near) the main lab entrance in a binder rack so it can be easily found  

  • by lab staff,
  • by emergency personnel during an incident, or
  • during a lab audit.   

If you cannot keep the Lab Safety Notebook behind or visibly near the lab entrance, place a note on the outside of the lab door indicating where the lab safety notebook can be found in case of an emergency.

Be sure to review and update the information regularly

To assist in creating a new lab safety notebook, you can print this Table of Contents.


Lab Safety Notebook Sections

Lab Safety Notebooks should contain the sections and forms shown below.  These documents can be used as tools to assist with the safety training of new students and lab personnel each semester or year.

The following items are required to be located in ALL lab safety notebooks.
Document Description Record Retention
Monthly Lab Self-Inspection Form

UVM labs are required to complete a monthly inspection. The form also includes a few annual reminders.
 

Checklists are distributed to labs or departments in December or January. Contact Safety staff if you need one.

Retain three months worth of inspections for auditing in accordance with UVM Oversight Process. Recycle old checklists.
Chemical Use Planning Form (CUPF) Describes the lab's actual USE and required CONTROLS for hazardous chemicals and is required for all chemicals being used. Common chemicals can be grouped together on one form if used and stored in the same manner. High hazard chemicals require their own CUPF or SOP (see below). Retain current CUPF for all chemicals in use in the lab.

Lab Specific Training Documentation

(sample documentation)

Document any lab-specific training. Type of lab-specific training that should be documented:

  • Hazardous materials used in the lab
  • Lab-specific procedures or protocols
  • Safe operation of lab equipment
Retain through the life of the lab.
Orientation/Training Checklist for New Laboratory Workers This is a tool to help labs train new lab workers. A checklist should be complete for each new lab worker. (Note: the training for new lab workers is required, this checklist is recommended) Retain through the tenure of the researcher in the lab. May be archived in department personnel records.

Safety Data Sheet (SDS) locations

General chemical SDS catalog

Pathogen Safety Data Sheets

All lab workers are required to be familiar with how to find and read an SDS. A digital file may be stored on a lab computer if it is accessible to all lab workers at all times. Note in the lab safety notebook where SDSs are kept. Printed SDS are an option as well. Retain information for the materials currently in use. Archive SDSs for 30 years past use in the lab.
Guidelines for Working Alone in the Lab Lab Supervisor is required to document what may NOT be used or what activities are restricted when working alone in the lab. Some Lab Supervisors develop their own policy that may also include restrictions based on experience in the lab.

Retain through the life of the lab.

High hazard guidelines must be retained for the materials/ processes/ equipment currently in use.

Unattended Operations Policy and Signage Complete and post this form on the lab door when leaving a process or procedure running while you are not present in the lab. A re-usable form may be used if the process occurs routinely. Must be posted on the lab door when a process is left unattended.

 

The following items are required in the lab safety notebook (or departmental records where indicated) when they are APPLICABLE to your lab.
Document Description When Required Record Retention
Standard Operating Procedures (SOPS) SOPs help to ensure safe and consistent research operations beyond the scope of a CUPF. Certain agents and processes present extreme hazards and may necessitate the creation of an SOP. At a minimum, SOPs are recommended for chemicals, procedures/ processes, or equipment that pose an extreme or unique hazard. Retain through the use of the material, process or equipment.
Sink Disposal Authorization Forms Online form for sink disposal of lab waste. Review restrictions on website before disposing of lab chemical or biological solutions. Sink disposal of hazardous lab chemicals and active biological materials is forbidden by EPA and VT DEC. Any response received from Risk Management & Safety to a sink disposal request must be retained in the lab safety notebook. Retain through the life of the lab.
Memorandum of Understanding (MOU)

Agreement between non-UVM affiliate and UVM to work in a UVM lab.

If a lab is hosting a group, tour, or is working with another organization to bring non-UVM personnel into a lab, a more formal contract or MOU might be required to be signed by the group, tour, or organization coming to campus.

Required to be completed and signed by any non-UVM affiliate or volunteer working in a UVM lab.

Retain in the lab through tenure of the volunteer.

Check with your Department on retention after completion of tenure.

Minors Working In Labs

Parental permission form for any minor who will be working in a UVM lab. Minors are required to be supervised at all time while working in the lab.

See UVM policy on Minors  in Laboratories and Minors; Protection on Campus.

Required for any minor that is NOT enrolled as a full-time UVM student, but is working in a UVM lab.

Retain in the lab through tenure of the volunteer.

Check with your Department on retention after completion of tenure.

Biosafety Protocols IBC and IACUC protocols must be available to all lab personnel assigned to such protocols. Protocols are required to be accessible to lab personnel. These can also be located in an electronic file or lab protocols notebook. Retain all current, in-use protocols in the lab.

Bloodborne Pathogens Infectious Materials Risk Designation Form

(Appendix H of the Exposure Control Plan)

To be completed by the lab supervisor for every at-risk employee (persons who may be at risk for exposure to human blood, human cell lines, human tissue, body fluids, or other potentially infectious material during your course of lab work).

At-risk designation for new lab workers must be made within 10 days of the lab worker's arrival OR when the lab worker commences work with the above mentioned materials. S/he must be offered the Hepatitis B vaccine within this time period.

See Bloodborne Pathogens and Exposure Control Plan.

Required for labs workers who work with human blood, human cell lines, human tissue, body fluids, or other potentially infectious materials.

One form must be completed for every at-risk lab worker.

Retain through the tenure of the lab worker.

Archived records of former lab workers must be retained for 30 years past end of tenure. Check with the department on record retention.

Hepatitis B Vaccine Consent/Refusal Form

(Appendix J of the Exposure Control Plan)

The Hepatitis B vaccine is available for any lab worker who is designated at-risk (see above). Researchers can consent to receive the vaccine (UVM would cover this cost) or refuse vaccination.

Form should be complete at the same time as the Infectious Materials Risk Designation Form (see above).

Should be complete for any lab worker who is at-risk. This form should NOT be stored in the lab safety notebook, but documentation of its completion should be retained.

This should be stored in the department confidential personnel records. Documentation of compliance with the Hepatitis B vaccination requirements should be retained in the Lab Safety Notebook.

Respirator Fit-test Records

For required use of any respirator (including N95 particulate respirators). A fit test documents that the user has been certified by UVM to wear a respirator.

Training records are documented online.

See Respiratory Protection Program.

Required only for workers who have been certified to wear a respirator.

Retain a copy of the fit-test record in the lab safety notebook.

Retain through the tenure of the lab worker in the lab.

Archived records of former lab workers must be retained for 30 years past end of tenure.

Exposure Monitoring Results

Exposure monitoring may be completed whenever a researcher or Risk Management & Safety is concerned with exposures to hazardous materials. Monitoring may include testing for exposures to the following:

  • Formaldehyde
  • Benzene
  • Isoflurane
  • Dust
  • Pesticides
  • Other

Documentation of the personal or area monitoring should be retained in the lab safety notebook. Documentation should include the outcome of the sampling results.

DO NOT retain personal exposure monitoring results in the lab safety notebook; only the recommendations from that sampling.

Retain through the life of the lab.

Personal monitoring results may be retained in the department confidential personnel records.

 

The following documents are recommended to be kept in the lab safety notebook, but are not required.

Information and Forms for Reporting Accidents
Anonymous Reporting Using EthicPoint

 


Can't find what you're looking for? Contact safety@uvm.edu