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
- For more information, visit the Self-Inspection Checklist.
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 2 pages. If you need a copy of the Hazardous Chemicals of Concern (HCOC), you may refer to or print the online chemical inventory list in your online lab registry.
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).
Environmental Health & Safety is available to assist labs with completing this required assessment.
Record Retention
- Retain current CUPF for all chemicals in use in the lab. Update forms as uses change.
Lab Specific Training
- For more information, visit the laboratory training website.
- Lab Specific Training Documentation (XLS)
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 for any employee or researcher who started working in the lab 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
- UVM Bloodborne Pathogens Exposure Control Plan (Appendix H of the Exposure Control Plan)
- Infectious Materials Risk Designation Form (Appendix I of the 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
- Hepatitis B Vaccine Consent/Refusal Form (Appendix J of the Exposure Control Plan)
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.
Visiting Researcher Memorandum of Understanding
Description
Visiting non-affilliates need to complete, at a minimum, the 4 online and 2 classroom lab safety trainings as required by all other lab personnel. They may complete the trainings as a guest using their First Name and Last Name. In addition, they must complete a Memorandum of Understanding (MOU).
A MOU is a general agreement between a non-UVM affiliate and UVM that states clearly what the non affilliate will be doing, where they will be doing it and for what time frame. Keep a copy of the completed form in the lab safety notebook.
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. Contact Risk.Management@uvm.edu if you need this type of agreement.
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 Labs
- Minors in Labs Policy
- UVM Protection of Minors website
- Registration Form for Programs and Activities Involving Minors
- Parental Permission Form (PDF)
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 Environmental Health & 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 and Claims Reporting Procedures.