Every UVM laboratory is required to create a Laboratory Safety Notebook with a variety of informational sections. Depending on the work being done in the lab, more or fewer sections may be needed to keep the notebook applicable and complete. Always keep information in the lab notebook current and update as things change in the lab (e.g. personnel, research, hazard use, etc.).

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

  • Lab staff,
  • Emergency personnel during an incident, and
  • Safety staff during a lab audit.

If the lab is unable to store the Lab Safety Notebook behind the door or visibly near the lab entrance, please place a note on the outside of the lab door indicating where the lab safety notebook can be found in case of an emergency and for lab audit purposes.

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. To help you organize your lab safety notebook, there is a table of contents available for you to print:

 

Sections Required in ALL Lab Safety Notebooks

The sections detailed below are required in all lab safety notebook, regardless of the work done in the lab. 

Self-Inspection

Description

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

Checklists are distributed to labs or departments in December or January.
Email safety@uvm.edu if you need the current year's Laboratory Self-inspection Checklist.

Record Retention

  • Retain three months worth of inspections for auditing in accordance with the UVM Oversight Process.
  • Recycle old checklists.

Chemical Use Planning Form

  • Chemical Use Planning Form (PDF) - This form is 4 pages and includes the list of Hazardous Chemicals of Concern (HCOC). If you only need the form itself, print pages 1-2 only. 

Description

This assessment tool should be used by the Principal Investigator (PI) or Lab Safety Officer (LSO) to assess and document the safe use of a specific chemical or a group* of chemicals. Completed forms can be used as a training tool for new lab personnel. Use manufacturer's safety data sheet(s) to complete the form and keep in the Lab Safety Notebook.  

Since safety data sheets provide information about a chemical at 100% concentration, the CUPF is a documented assessment detailing how your lab ACTUALLY USES a specific chemical or a group of chemicals (*same hazard(s), similar quantities being used, and being used in the same way). It also documents which CONTROLS should be used to use the material(s) safely. 

*Grouping Chemicals on the CUPF

Chemicals with the same hazard (e.g. all are similarly flammable, or all are alkaline, or all are organic acids) that are being used in similar quantities and in the same way in the lab, may be grouped together on one form. High hazard chemicals require their own CUPF or a written Standard Operating Procedure (SOP)

Risk Management & Safety is aavailable to assist labs with this required documentation.

Record Retention


  • Retain current CUPF for all chemicals in use in the lab. Update forms as uses change.

Lab Specific Training

Description


Document any lab-specific trainings provided to lab workers. Here are some examples of lab-specific trainings:

  • Hazardous materials used in the lab

  • Lab-specific procedures or protocols

  • Safe operation of lab-specific equipment

Record Retention

  • Retain through the life of the lab or for the researcher's tenure in the lab.

Orientation and Training Checklist

Description

The Orientation/Training Checklist is required to be used in all labs for any researchers starting after January 1, 2020 to be oriented/trained to the specific lab space. This checklist is a tool for lab supervisors to use to document the orientation of new lab personnel. 

One orientation checklist must be completed for each new lab worker before work commences. For lab groups with multiple lab spaces, a single checklist may be sufficient. If a researcher is a member of multiple lab groups, there should be separate orientation checklists used for each group. 

Once completed, the new researcher must sign at the bottom of the page.

Simply cross out a category or item on the checklist if it does not apply. If the overall checklist does not apply because you work in a non-traditional lab or you need a different or more specific checklist, please contact safety@uvm.edu to get in touch with your Lab Safety Coordinator.

Record Retention

  • Retain in the Lab Safety Notebook through the tenure of the researcher in the lab. The form may be archived in department personnel records once the researcher is no longer active.

Safety Data Sheet (SDS)

Description


Manufacturer's SDSs tend to be best, and they are required to provide SDSs to you. If you cannot find an SDS on the manufacturer's website, call them to demand an SDS. The label on the container has the manufacturer's contact information.

All lab workers should be trained how to find, read, and understand SDS information. A digital file may be stored on a lab computer if the computer stays in the lab and the file is accessible to all lab workers at all times.

Printed copies of SDSs may also be kept in the lab safety notebook. This is especially useful for high hazard chemicals to be able to have the SDS readily available.

Record Retention

  • Retain information for the materials currently in use. Archive SDSs for 30 years past use in the lab.

Working Alone Guidelines

Description


The Lab Supervisor is required to decide and document what materials or equipment may NOT be used by an individual working alone in the lab. Some Lab Supervisors develop their own policy for this. If individual lab workers have specific restrictions, make sure to document them in the lab safety notebook.

Record Retention

  • Retain through the life of the lab.
  • High hazard guidelines must be retained for the materials/processes/equipment currently in use

Unattended Operations Form

Description


Print and complete this form when leaving a process or procedure running while you are not present in the lab. This can be for a short time (e.g. over lunch) or for longer (e.g. over the weekend). Complete the form and attach to the lab door so that it is readable from the hallway.

A re-usable form may be used if the process occurs routinely.

Record Retention

  • Must be posted on the lab door when a process is left unattended.

 

Sections Required in Lab Safety Notebooks When Applicable

In addition to the sections described above, there are many others that may be applicable to your lab. The sections described below are to be used to capture other hazard information not covered previously.

Standard Operating Procedure

Description


SOPs ensure safe and consistent research operations. Some agents and processes present extreme hazards and may necessitate the creation of a written SOP. SOPs are more specific than CUPFs and describe, in detail, the procedures to be followed.

When Required

SOPs may be required for chemicals, procedures/processes, or equipment that pose an extreme or unique hazard. Otherwise SOPs are a best practice in the lab.

Record Retention

  • Retain through the use of the material, process, or equipment.

Toxin Tracking Form

Description


Toxin Tracking Forms are a tool to ensure that toxins are properly managed and quantities of Select Agent toxins are within regulatory limits.

When Required

Required for all biological toxins.

Record Retention

  • Retain through the use of the material, process or equipment.

Sink Disposal Request Form

Description


Sink disposal of hazardous lab chemicals and active biological materials is forbidden by EPA and VT DEC.

This form may be filled out online and submitted for approval by UVM's Environmental Compliance Manager.

Review restrictions on this website (under "chemical waste") before disposing of ANY lab chemical or biological solutions.

When Required

This form is required for any material that the lab deems appropriate to pour down the drain that has not been previously approved for sink disposal.

Record Retention

  • Retain the response from UVM's Environmental Compliance Manager to your request through the life of the lab.

Biosafety Protocols

Description


These protocols must be available for review to all lab personnel that are assigned to such protocols.

When Required

Protocols are required to be accessible to lab personnel.

These can also be located in an electronic file or lab protocols notebook.

Record Retention

  • Retain all current, in-use protocols in the lab.

Animal Use Protocols

Description


These protocols must be available for review to all lab personnel that are assigned to such protocols.

When Required

Protocols are required to be accessible to lab personnel.

These can also be located in an electronic file or lab protocols notebook.

Record Retention

  • Retain all current, in-use protocols in the lab.

UVM BBP Exposure Control Plan

Description


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.

When Required

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.

Record Retention

  • 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 Consent or Refusal Form

Description


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

When Required

This form should be completed 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.

Record Retention

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

Memorandum of Understanding

Description


A Memorandum of Understanding (MOU) is an agreement between a 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.

When Required

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

Record Retention

  • Retain in the lab through tenure of the volunteer.
  • Check with your Department on retention after completion of tenure.

Minors Working in Lab Permission Form

Description


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

When Required

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

Record Retention

  • Retain in the lab through tenure of the volunteer.
  • Check with your Department on retention after completion of tenure.

Respirator Fit Test Records

Description


All respirator users must be medically cleared, trained, and fit-tested before wearing ANY TYPE of respirator. This includes the use of an N95 disposable respirator for particulates, air-purifying respirators, etc.

Fit test documentation confirms that the user has been fit tested and approved to wear a respirator. This document will include information about the particular respirator that a person is able to wear. If you are planning to wear different kinds, brands, or sizes of respirators, multiple fit tests are required.

Training is documented online.

When Required

Required only for workers who have been medically cleared and trained to wear a respirator. Medical clearance, training, and fit tests must be completed annually.

Record Retention

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

Description


Exposure monitoring may be completed whenever a researcher or Risk Management & Safety is concerned with exposures to hazardous materials. Monitoring may include, but is not limited to, testing for exposures to the following materials:

  • Formaldehyde
  • Benzene
  • Isoflurane
  • Dust
  • Pesticides

When Required

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.

Record Retention

  • Retain through the life of the lab.
  • Personal monitoring results may be retained in the department confidential personnel records.

 

Recommended, but Not Required

Incident Reporting

There are different forms to complete when an incident has occurred depending on the status of the person injured (i.e. employee or non-employee). Get more information on Incident Reporting.