Vacating/Moving Laboratory Space Procedure

Title

Procedure for Vacating/Moving Laboratory Space

General

Prior to vacating or relocating laboratory space at UNC, written notification must be submitted to the Department of Environment, Health & Safety (EHS) Chemical Safety Team. The Department Chair or Principal Investigator is responsible for notifying EHS of Principal Investigator departure or move at least 6 months prior or as soon as notification regarding departure or move is received by the Department. EHS will work with Departments on modified timelines depending on when notification is received.

Once the Chemical Safety Team has been notified, an initial walk through will be scheduled to assess the lab space according to the Laboratory Closeout Procedure Checklist (Appendix A). Additional walk-throughs will be scheduled as needed until the lab space is in compliance. Upon completion of the procedure, the Principal Investigator (or the Department Chair in the absence of the Principal Investigator) certifies that all laboratory equipment and items that may pose a potential chemical, radioactive, biological, or other hazard to people or the environment have been removed, decontaminated, and/or properly disposed as indicated below in the “Date Completed” column on the Procedure Checklist. The Principal Investigator or Department will remain responsible for the laboratory space and contents until the laboratory is fully closed out with EHS. The laboratory and Principal Investigator will still be required to keep an updated laboratory safety plan, chemical inventory, and trainings and will undergo inspections until the laboratory is fully closed out.

Laboratories must undergo a thorough deactivation process to ensure the lab space complies with applicable EPA, OSHA, NIH, CDC, and state regulations after laboratories are relocated, renovated, vacated, or closed.

EHS will provide timelines for closeout procedures including a recommended stop-work date and guidance regarding removal of hazardous materials. Non-compliance with lab closeout procedures can result in costs being transferred to the Department or Principal Investigator responsible for the space regarding removal of hazardous materials and decontamination of the lab space.

In regards to chemical disposal, laboratories have the option of submitting chemicals to EHS or working directly with a vendor to remove the chemicals. The option of working directly with a vendor will be facilitated through EHS via a quote process and will be at cost to the laboratory or Department. Laboratories have the option to go through the quote process initially to identify if the cost is reasonable or if all chemicals will need to be submitted through the EHS Pick-up request system. To assist with this decision and timelines, please see Appendix B, Hazardous Materials Lab Closeout Flow Chart.

All hazardous materials (chemical, biological, radioactive) must be properly managed and disposed of to ensure compliance with safety regulations. General procedures are outlined below:

1. Inventory and Labeling
   1. Clearly label and inventory all chemical containers, sample containers, biological materials, controlled substances, radioactive materials, and equipment within the laboratory space.
2. Chemical Handling
   1. Label chemicals for disposal as "Unwanted Materials," date them, place them in secondary containment, and submit disposal requests through the EHS Hazardous Materials pick-up request.
   2. You are allowed to transfer chemicals to neighboring labs as long as the laboratory receiving the chemicals adds these to their inventory. These chemicals must be in good condition.
      1. Chemicals cannot be transferred if they are expired, leaking, bloated, discolored, rusted, or forming precipitates; these must be submitted to EHS for disposal. Chemicals that become dangerous over time (e.g., peroxide formers, perchloric acid, picric acid) must be submitted to EHS for disposal.
   3. If the laboratory has controlled substances, these must be kept secured in a locked area accessible only to authorized personnel and under the control of the PI who holds the license. The laboratory must contact the Chemical Safety Team for disposal guidelines as these cannot be submitted through the EHS pick-up request.
   4. If the laboratory has equipment that has chemicals within them (e.g., HPLC, solvent system), remove all solvent and waste solvent from the system into appropriate containers and submit them to EHS for pick-up. Contact the Chemical Safety Team with questions regarding chemical containing equipment.
3. Biological Material Disposal and Decontamination
   1. Dispose of non-preserved tissues and cultures via autoclave or a biohazard waste vendor; follow special protocols for infectious materials, including prions.
   2. Tissues or specimens preserved in formalin are regarded as a separate waste stream and must be bulk disposed of through EHS.
   3. Clearly transfer responsibility for any samples or cultures remaining in the laboratory.
   4. Thoroughly decontaminate all laboratory surfaces following proper decontamination protocols (e.g., 10% fresh bleach for 10 minutes contact time) and remove biohazard signage from areas after completion.
4. Radioactive Material Disposal and Decontamination
   1. Remove all sources of radiation from the lab space, source vials, aliquots of radioactive material, experiments containing radioactive material, and radiation waste.
   2. Decontaminate all areas where radioactive material was used, and decontaminate all equipment (refrigerators, freezers, incubators, centrifuges, micro-centrifuges, etc.) that contained radioactive material. Do not allow maintenance staff or the moving crew to repair/move/transfer equipment with radiation labels affixed to it and equipment that has not been cleared by Radiation Safety.
   3. Conduct radiation surveys (Geiger counter and wipe tests) of the whole lab including all equipment that may have contained radioactive material and complete a Safety Clearance Form (Appendix B). Remove any radiation labels on equipment and attach the Safety Clearance Form to the equipment.
   4. Notify the Radiation Safety Team to schedule a final clearance survey.
5. Equipment Cleaning, Decontamination, and Surplus Procedures
   1. Clean out, defrost, and decontaminate laboratory equipment including refrigerators, freezers, incubators, drying ovens, etc. Ensure that all hazardous materials are removed first prior to moving or placing a Safety Clearance Form. Ensure that both the inside and outside of all equipment has been thoroughly wiped down and decontaminated.
      1. Refrigerators and freezers must have the refrigerant removed prior to submitting a ticket to Surplus. Submit a Facilities Services Request online. For any questions, contact Facilities Services Refrigeration Shop (919-962-1087).
   2. Attach a completed Safety Clearance Form after decontamination. EHS also offers Safety Clearance stickers for smaller equipment that was only used with biological or chemical materials.
   3. Follow specific decontamination procedures for Biological Safety Cabinets or other equipment requiring gas decontamination. A Biological Safety Cabinet must be decontaminated prior to moving and must be re-certified upon relocation.
   4. See Surplus Property Requirements section below for additional guidance regarding Surplus requests.
6. Sharps and Glassware Disposal
   1. Dispose of sharps (biohazardous, radioactive, chemically contaminated, or non-hazardous) in designated containers, labeled appropriately. Metal cans are not appropriate sharps containers.
   2. Chemical contaminated or radioactive sharps should be submitted through the EHS pick-up request form.
   3. Biohazardous sharps should be autoclaved or removed via biohazard waste vendor. If autoclaved, biohazardous sharps containers must be placed directly into the dumpster.
   4. Triple rinse chemical containers, deface label and hazard marking completely, and securely package glassware for disposal. Rinsate should be collected to be disposed of through EHS. Glass chemical containers can be placed directly into the dumpster after triple rinsing and defacing the label.
7. Transporting Hazardous Materials
   1. If transporting hazardous materials between buildings for a laboratory move:
      1. Use secure, labeled secondary containment to transport hazardous materials.
      2. Employ carts with raised edges and avoid public corridors and elevators, if possible. Empty liquid nitrogen dewars before transport.
      3. Do not use personal vehicles to transport hazardous materials between buildings.
      4. If a mover is contacted to transport refrigerators or freezers containing biological materials, ensure the refrigeration equipment is securely wrapped and taped shut prior to transport.
8. Documentation and Communication
   1. Submit a completed Laboratory Closeout Procedure Checklist to the EHS Chemical Safety Team via e-mail (chemsafety@office.unc.edu).
   2. Never remove the lab entrance hazard signage. EHS will remove the room sign after an EHS Safety Officer has completed the final clearance survey of the vacated lab space.

Surplus Property Requirements and Restrictions

The following items are prohibited from being sent to Surplus Property:

• Standing liquids
• Chemicals
• Used needles (unused syringes are okay)
• Used fluorescent bulbs of any size (unused bulbs are okay)
• Gas cylinders
  • Gas cylinders must be returned to the manufacturer if possible. If the gas cylinder is owned by the laboratory, contact the Hazardous Materials Team for disposal. 

The following must be cleared by EHS before being sent to Surplus:

• Any items containing mercury
• Any items containing asbestos

The following items must be cleaned and cleared by PI (with clearance form attached, and all labels defaced or removed) before being sent to Surplus Property:

• Items labeled with “Radioactive Materials” or “Radiation” signs, stickers, or tape. (Radiation-producing machines with permanent labels must be handled on a case by case basis)
• Items labeled with “Biohazard” sign, sticker, or tape.
• Laboratory equipment (including casework, etc.)
• Chemical fume hoods cannot be removed with notice to the Chemical Safety Team. If the laboratory and department are decommissioning or removing a fume hood, the Laboratory Ventilation Policy must be followed. 

Contact Information

For Environment, Health and Safety questions regarding your move please contact the following:

Appendices

Appendix A: Laboratory Closeout Checklist

Appendix B: Safety Clearance Form 

Appendix C: Safety Clearance Form