Policy No. 715
7/14/04
VACATING LABORATORY SPACE-PERMANENT/TEMPORARY
POLICY
It is the policy of the National Cancer Institute-Frederick (NCI-Frederick), to manage the orderly closure of all laboratories. The Director/Laboratory Chief/Program Manager is responsible for the safe and timely removal of all equipment, materials and supplies. The complete and orderly transfer of all capital equipment, sensitive items, and records; removal of all materials and supplies; termination of pathogen, recombinant DNA, radiation, DEA-controlled substances, and tax-free ethanol programs, close out of other regulatory or safety programs (i.e., CLIA); must be addressed before the final clearance by the Environment, Health and Safety Program (EHS) that the room(s) is (are) free of hazards. EHS, Building Managers and other support staff will be actively involved in the process; however, the Director/Laboratory Chief/Program Manager is responsible for the laboratory closure procedures. Removal of any items from the laboratory must be approved at the Program Manager level.
PROCEDURE
Timing
Successful laboratory closures require considerable effort and close attention to the sequencing of events. The building manager and EHS should be contacted as soon as a laboratory closure is announced. Approval must be obtained from the Program Manager prior to removal of any research items from the laboratory area.
Capital Equipment and Sensitive Items
Laboratory Property Control Officers are directly responsible and accountable for all government property charged to a center number (Policy & Procedure #405). It is their responsibility to initiate the Request for Property Transfer forms for all accountable equipment, including non-decaled equipment being transferred to another program or to the Property Accountability Department. All transfers of property valued in excess of $5,000 will be submitted by the Property Accountability Department to the Scientific Operations Manager, OD for review. A completed Work Authorization Tag must be affixed to each item to be transferred or relocated (EHS Operations and Compliance Manual, Section C-17-IV-B). Only EHS personnel or those personnel who have completed the EHS decontamination-training course may certify equipment as being safe for repair, relocation, or reassignment. The yellow copy of the Work Authorization Tag for each item listed must accompany the Request for Property Transfer form when it is sent to the Property Accountability Department.
Records
Research data, including detailed experimental protocols, all primary data, procedures and analysis are the essential components of scientific progress. The results of research should be recorded in a form that will allow continuous access for analysis and review. Laboratory notebooks and other research data belong to the National Institutes of Heath, and should be maintained and made available by the Laboratory in which they were developed. It is the responsibility of the Director/Laboratory Chief/Program Manager to determine the fate of all laboratory notebooks and records in accordance with the standards set forth in 41 CFR 101-11.506.
Materials and Supplies
All such items of expendable property are to be removed prior to final clearance of the area(s) by EHS.
Building Managers will coordinate the removal, transfer or packaging of radiologicals, chemicals and biologicals as necessary. EHS personnel will support these actions. Please be aware that the Nuclear Regulatory Commission specifically prohibits the unauthorized transfer or disposal of any radiological materials. In addition, the Maryland Department of the Environment strictly regulates disposal of chemical and medical wastes. Guidance and assistance may be obtained from EHS.
All compressed gas cylinders associated with the laboratory must be turned in to the Central Supply Warehouse; call to arrange for pick-up of cylinders.
Miscellaneous non-hazardous materials and supplies may be made available to other programs or disposed of as appropriate subsequent to Program Manager approval. Please contact the building manager for guidance on these items.
All books and journals, which have been purchased for laboratory use, must be accounted for. Contact the Acquisitions Department, Scientific Library to obtain a listing of what has been ordered in the past, so that arrangements for the transfer of these materials to the Library and/or other NCI programs can be arranged. Books and journals are to remain on shelves until and inventory is completed and the Library has been able to determine the best course for their disposition
Animal-Based Research Activities
The principal investigator/laboratory manager/program head is responsible for ensuring the closure of animal-related research activities by coordinating with the Laboratory Animal Sciences Program (LASP) facility manager the following actions:
Depopulation or transfer of current animal colonies to an alternate principal investigator/program.
Written notification of the NCI-Frederick Animal Care and Use Committee to terminate active Animal Study Proposals or to authorize reassignment of proposals to an alternate principal investigator/program.
Transfer or consignment of any cryopreserved animal strains, cell lines or tissues from repository facilities.
Hazardous or Controlled Material Registration Programs
Individual hazardous material programs overseen by EHS have specific termination requirements.
Radiation Program - Contact the Radiation Safety Officer.
Pathogen Program - Contact the Biological Safety Officer.
Recombinant DNA Registration Program - Contact the Biological Safety Officer.
DEA Controlled Substance Program - Contact the Manager, Protective Services.
Tax-Free Ethanol Program - Contact the Manager, Protective Services.
Final Clearance of Room(s)
Prior to clearance that non-hazardous conditions exist in laboratory rooms, the following actions must have been completed:
Any potentially contaminated areas and/or equipment have been decontaminated per guidance from EHS.
All materials, supplies, and trash have been removed.
All equipment has been tagged with a Work Authorization tag and transferred.
Only at this time may Work Authorization Tags clearing the area be signed by EHS staff authorizing entry for the purpose of such operations as house cleaning or renovation.
EHS will affix a high-visibility placard documenting that room clearance has been completed in a prominent location in the room. Also, EHS will formally notify FME that this task has been completed.
RESPONSIBILITIES
Principal Investigator/Laboratory Manager/Program Head
Ensure the complete and orderly transfer of all capital equipment, sensitive items, and laboratory notebooks/records; removal of all materials and supplies to appropriate department. Terminate pathogen, recombinant DNA, radiation, DEA controlled substances, and tax-free ethanol programs; close out of other regulatory programs (i.e., CLIA) and request final certification by EHS that the room(s) is/are free of hazards are accomplished prior to closure of laboratories. Obtain Program Manager approval prior to the removal of items from the laboratory area other than routine laboratory supplies.
Scientific Library
Provide guidance and coordination assistance with Program Manager to assure that all books, journals, and audiovisuals are accounted for and ensure their complete and orderly transfer.
Building Manager
Provide guidance and coordination assistance during all aspects of laboratory closure process.
Property Accountability Department
Oversee and facilitate transfer of property, and submit transfers for NCI review as required.
Laboratory Property Control Officer
Ensure that all accountable property is appropriately transferred.
EHS Staff or Specially Trained Individuals
Document that items or rooms are free of discernable hazards before authorizing removal of property or entry into rooms. EHS staff must document the closure of any hazardous materials programs.
Supervisor, Central Supply Warehouse
May authorize the return of certain items to the NCI-Frederick Central Supply Warehouse for credit.
Renovation/Cleaning Crews
Ensure that a duly signed Work Authorization Tag is affixed to any laboratory equipment to be manipulated or any laboratory to be entered for the purpose of renovation or extensive cleaning operations (work surfaces, sinks, controlled temperature rooms, etc.).
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