Lab Deactivation Planning
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Planning is the most important step in making sure a deactivation or move goes smoothly. Planning should start approximately 3 to 4 months before the actual move to assure everything is transported and reactivated safely and research can carry on as soon as possible. Planning should include the following:
- All responsibilities and duties should be discussed and assigned.
- Time schedules should be established and communicated.
- Everyone involved in the deactivation process should be informed of the assignments.
- Make room diagrams of each new room so they can be configured early in the planning process. Requirements for each room should be identified, such as water and electricity supplies.
- Room diagrams can assist movers in knowing where items go.
- Measure each piece of equipment when configuring the room diagrams.
- All plumbing should be installed and in service before equipment arrives.
- Radiation cabinets should be ready to be used on moving day. This involves pre-applying to Health Physics for authorization.
- Assure fumehoods are certified prior to the move.
- Prioritize equipment moves. Move pieces of equipment most essential for research first.
- Have back up of critical items on hand in case something is damaged during the move.
- Notify the biosafety cabinet certification service to recertify biosafety cabinets by a specific date so you can get right to work.
- Plan for researchers to transport personal items they do not want anyone else to handle.
- Conduct workshops beforehand for all the people involved to discuss and understand plans and requirements for the deactivation or move.
- Consider designating “room captains” to be on hand to direct and assist the movers. All others should stand clear.
- Plan research activities so the Lab Work Termination Date can be reached with minimal disruption to research. All lab procedures and research must stop by this date to allow for packing and preparation for the move.
Emergency Preparedness: Notify SUMC security and EH&S of all move plans to ensure quick response to any problems.
- Preplan the move route to minimize use of congested areas, curbs, patient and public areas.
- Know where emergency notification and response devices are, including fire alarms, telephones, safety showers, eyewash stations, etc.
- Use freight elevators rather than passenger elevators whenever possible
- Always know your location along the move route in order to describe it in case of an accident.
Biological Safety Deactivation: Laboratories which utilize biological materials must notify the Biosafety Manager prior to terminating work to ensure the laboratory has been decontaminated, the biological material has been secured or properly disposed, and records updated if the work is moving to a new location. If the Principal Investigator intends to cease work, he or she must notify the Biosafety Manager at least 60 days prior to the set departure date. This will allow the Biosafety Manager to consult with the Principal Investigator and perform a walkthrough of the lab to provide recommendations on the most expeditious way to prepare for the move and the final termination of the biohazardous work in the lab. A final Lab Deactivation Inspection will be scheduled accordingly. Refer to the Biosafety Manual for lab deactivation and equipment decontamination details.
Radiation Safety Decomisioning: PI’s must notify Health Physics at least thirty days before changing laboratory facilities or terminating a project. Refer to the Radiation Safety Manual for details.
- All radioactive sources must be properly transferred or disposed.
- Identify and properly package all radioactive waste for disposal. Notify Health Physics a week in advance for pick-up. Labeling and packaging procedures will not differ from those normally used.
- Discard unwanted radioactive materials in appropriate waste containers and log all entries.
- Rooms, facilities and apparatus used by the project must be decontaminated so that, when measured by Health Physics, they meet the standards for uncontrolled areas.
- When surveys have been completed, Health Physics will remove signs from rooms and equipment, take custody of project radiation safety records, and terminate the project, if appropriate.
- Note that PIs or departments are responsible for costs of decommissioning.
Chemical Safety Deactivation: EH&S or School of Medicine Health and Safety Program staff will provide guidance and advice and inspections regarding the requirements detailed section II. Lab Deactivation Requirements. Specifically the requirements outlined in Removal of material and equipment from labs and Cleaning residual hazards from work surfaces, cabinets, fumehoods, and equipment will be addressed.
All chemical waste needs to be disposed through EH&S before the room can be released to the next occupant. DO NOT move chemical waste to another lab: it is illegal. Use the on-line chemical waste pick-up request form to request waste pick-up a minimum of one month before the move date. If disposing of 100 or more chemicals, call EH&S to request a “Lab Cleanout”. A Lab Cleanout only addresses waste disposal and not other deactivation requirements. The wastes must be properly labeled and stored per standard procedures.
Housekeeping Services: It is customary to have housekeeping provide special cleaning services after the space is deactivated and before it is reoccupied unless it is known the space is going to be substantially renovated.
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