Environmental Health & Safety: Industrial Hygiene: Chemical Hygiene Program

CHEMICAL HYGIENE PROGRAM

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RECORDS
1. Injuries or chemical exposures will be recorded using the University’s Incident Reporting procedure. This is accomplished by completing an SMH 115 form electronically at http://www.safety.rochester.edu/SMH115.html. Questions regarding this form should be directed to Human Resources/Leave Administration at 267-4079. Information may be faxed to 264-0739. A copy is to be retained by the PI/Supervisor and the employee.
2. Attendance sheets for the Laboratory Safety Training sessions will be retained by EH&S and a training report will be issued to each department quarterly.
3. Chemical inventories will be maintained as specified in Section II.A.5. Usage for high-risk substances is to be retained by the PI as specified in Section XV.C.6.
4. Medical records will be retained as established by University protocol.
5. Site-specific training records are to be retained by the PI.
MATERIAL SAFETY DATA SHEETS

Material Safety Data Sheet (MSDS) must be readily available for all chemicals used in the laboratory. The MSDS should be kept in a notebook in alphabetical order and be available to laboratory personnel during any working hours. MSDS may be kept in a central location in the department. A copy of the MSDS should be retained within a lab for those chemicals that may pose an acute toxicity hazard to personnel.

MSDS are sent by manufacturers for hazardous chemicals that are ordered. Copies of MSDS for any chemical are available from EH&S by filling out a request form found in Appendix 3. MSDS are available through the reference desk at Carlson Library during library hours. MSDS are also available from the Fingerlakes Regional Poison & Drug Information Center (the Poison Center) at x5-3232.
EMERGENCY MANAGEMENT

Laboratory personnel have a vital role in emergency management. Personnel must be prepared to respond in the event of a fire, spill, or other situation requiring emergency action or evacuation. Emergency management is utilized to provide the proper organization to mitigate the incident utilizing the appropriate emergency resources. Special “Emergency 13” Flip Charts have been prepared and distributed to personnel to better understand and manage emergency actions. These “flip charts” are to be posted in each laboratory. Additional copies are available through EH&S.
1. Emergency Management Process
  
  All emergencies are to be called in to Security (x13). Effective emergency management includes Mitigation, Preparedness, Response, and Recovery. The University Emergency Response Plan will be utilized for emergency situations.
  1. Mitigation: Designed to alleviate the effects of an incident or reduce the probability of the incident occurring. Examples include compliance with building codes or regulations.
  2. Preparedness: Preparedness and prevention activities are designed to prevent injuries and minimize damage. Examples include minimizing the quantity of hazardous materials in laboratory areas, placing materials in storage after use, having emergency shut down procedures in place.
  3. Response: These activities are designed to provide emergency assistance to personnel and reduce the likelihood of secondary damage. Should an emergency occur, lab staff should know and be prepared for emergency shut down procedures to allow for emergency evacuation.
  4. Recovery: Recovery is a short-term activity to return the area to normal or improved condition. Recovery planning should include a review of procedures to avoid future emergencies.
2. Fires
  
  How you react to a fire can determine whether the incident escalates into an out of control situation or remains controlled. Learn emergency procedures appropriate to your work area. Also know whether you work in a FIGHT or FLIGHT building. FIGHT buildings/areas are described as those where evacuation is not feasible or where, without immediate intervention, a fire could expand rapidly. University designated fight buildings/areas are: Strong Memorial Hospital, the Medical School, Hutchison Hall, and LLE. All others are FLIGHT buildings where the most appropriate action in a fire situation is to activate the building fire alarm and evacuate immediately. Those who do not have the necessary training or confidence in fighting a fire should evacuate. OSHA 1910.157 states that only those who receive annual training on the use of a fire extinguisher should attempt to extinguish a fire. Those who do not receive this training at the University or through a fire department should evacuate.
  
  Before deciding to fight a fire, follow RACE:
3. Spills
  1. Chemical spills are to be cleaned up immediately. Some spills can create conditions that can lead to additional hazards.
  2. Spills can be classified as either a minor clean-up procedure or a major spill. Minor spills, also called “Green Spills”, do not expose laboratory employees to over-exposures and should be cleaned up immediately by the laboratory staff wearing the appropriate PPE. A listing of chemicals falling under the category of “Green Spills” can be found in Appendix 11.
  3. Many hazardous substances necessitate special clean-up procedures to minimize hazards to clean-up personnel. Major spill clean-up should not be attempted by laboratory personnel. If personnel are present at the time of the major spill and a spill kit is readily available, the contents of the spill kit can be emptied onto the spill to assist in stabilizing the spill until the Spill Response Team arrives. Contact Security (x13) to activate the University's Spill Team.
  4. The following is emergency preplanning to follow prior to working with toxic chemicals:
    1. Determine the potential location of releases.
    2. Determine the quantities of material that might be released.
    3. Know the chemical and physical properties of the material (physical state, vapor pressure, air or water reactivity).
    4. Know the hazardous properties of the material (toxicity, reactivity, corrosivity, flammability).
    5. Have available the personal protective equipment that may be needed.
  5. In the event of a minor spill or “Green Spill”, the following general procedures are to be followed:
    1. Survey the situation for the potential hazards present before approaching a spill area. If possible, attend to anyone who may have been contaminated.
    2. Notify persons in the immediate area about the spill.
    3. Evacuate non-essential personnel from the spill area.
    4. Close the door.
    5. Untrained laboratory personnel are not to clean up spills.
    6. If the spill material is flammable, turn off ignition and heat sources.
    7. Avoid breathing vapors of the spilled material.
    8. Leave the local exhaust ventilation (fume hoods, etc.) on.
    9. Notify the PI if a regulated substance is involved.
4. Exposures
  
  Avoid unnecessary exposure to chemicals by any route. Develop and encourage safe work habits. Do not smell or taste chemicals. Should an exposure occur, personnel should consult Section IV, Medical Consultations and Examinations, for additional details. For exposures, the following actions are recommended:
  1. Inhalation: Remove the affected person to fresh air. If breathing becomes difficult, seek medical attention.
  2. Eye Contact: Promptly flush eyes with room temperature water for a prolonged period (15 minutes), and seek medical attention.
  3. Skin Contact: Promptly remove any contaminated clothing and flush the affected area with water for a minimum of 15 minutes. If symptoms persist after washing, notify the supervisor/PI or the Laboratory Safety Officer and seek medical attention. The use of chemical neutralizers or absorbers directly on the skin is NOT recommended.
  4. Ingestion: Call the Fingerlakes Regional Poison & Drug Information Center (the Poison Center) at x5-3232 for immediate first aid procedures to follow.
  5. Fill Out an Incident Report: All chemical exposures are to be documented by completing a SMH-115 form as listed in Section XI.A. The form is to be filled out by the employee and the supervisor.
LOCAL EXHAUST SYSTEMS

OSHA requires the use of engineering controls to prevent exposures to laboratory employees. Many chemicals should be used only in a local exhaust system (fume hoods, slot hoods, canopy hoods, glove boxes, etc.).
1. Fume Hoods
  1. University Fume Hood Standard (New Fume hoods)
    1. New hoods must undergo acceptance testing by EH&S. Acceptance testing shall be conducted in accordance to the most recent edition of the University of Rochester Design Standards, Division 15, Standard 860, and EH&S Construction Guidance Document. Should a hood be found not to conform to University standards, a report will be made to Planning and Project Management to have corrective actions taken.
    2. Once a hood is found to meet acceptable face velocity, a sticker is placed on the hood indicating the acceptable sash height for use, the date of the testing, the initials of the inspector, and an expiration date.
    3. All new hoods must have either a mechanical or electrical flow indicator to warn personnel when the hood is not functioning properly.
  2. Present Fume Hoods
    
    Depending upon the use and the location, the face velocities of fume hoods at the University may be checked by a number of groups. Generally, the group responsible for the face velocity checks are:
    1. Radiological hoods are checked by Radiation Safety.
    2. Fume hoods in Hutchison Hall are checked by RC Facilities.
    3. Fume hoods used for non-radiological purposes in the remaining locations are checked by the Industrial Hygiene Unit.
2. Fume Hood Face Velocity Measurements
  1. The fume hood face velocity shall be 100 ± 10 linear feet per minute (fpm) with the fume hood sash approximately 2/3 open (18-19.5” opening).
  2. The face velocity shall be no more than 100 fpm with the sash full open.
  3. A sticker is placed on the hood indicating the acceptable sash height for use, the date of the testing, the initials of the inspector, and an expiration date. If the hood is found not to have an acceptable face velocity, the problem will be reported by EH&S to Facilities for corrective action.
  4. Any existing fume hood that does not have a mechanical or electrical flow indicator should have a piece of surveyor’s tape attached to the sash to indicate proper air movement into the hood. When the hood is on, the tape should be drawn into the fume hood. Hoods with mechanical or electrical flow indicator devices do not require the use of surveyors tape.
  5. The face velocities of all fume hoods are to be measured annually except for those labs that are not occupied. These hoods are reevaluated when EH&S is notified that the space will again be used.
3. Hoods not meeting University Standards
  1. If a fume hood is found to be functioning improperly, lab personnel must notify Facilities immediately by calling x3-4567.
  2. Upon notification that the hood has been repaired, EH&S will measure the face velocity of the fume hood. If the hood still does not work or conform to University standards, Facilities will be notified immediately. Those fume hoods that do not pass will have a sign posted on the sash stating, "DO NOT USE FUME HOOD".
  3. Those hoods not meeting University Standards can be used for storage of materials. These hoods must have a sign posted on the sash stating "FUME HOOD FOR STORAGE ONLY".
4. Slot Hoods
  1. Photographic development processes lend themselves to the use of slot hoods. Such an application permits the removal of vapors from the solutions to help prevent inhalation exposures to those in the room. Although there are no recognized standards for these slot hoods, personnel are advised to contact the Industrial Hygiene Unit should they believe the slot hoods are not working as designed.
  2. Slot hoods can also be used for those applications where the directional air flow from the employee to the exhaust system can assist in the removal of vapors from laboratory processes. Such application can include cell staining trays.
5. Canopy Hoods
  1. Canopy hoods are often placed above laboratory equipment that can release odorous or toxic agents. Such equipment includes autoclaves, automated staining units, and atomic absorption devices.
  2. The installation of some canopy hoods may require special alignment and/or practices to ensure that all of the odors or hazardous components are contained and released. Contact the Industrial Hygiene Unit for assistance should odor problems be noted for these systems.
6. Glove Boxes
  1. Glove boxes provide personnel with special containment devices for the more hazardous agent. Many glove boxes utilize an oxygen-free and moisture-free atmosphere.
  2. To prevent the release of odors/vapors from gloves box, the exhaust for these devices can be directed into a fume hood or other local exhaust system. Contact the Industrial Hygiene Unit for assistance on the planning/installation of such a system.
7. Class II Biological Safety Cabinets
  1. Biosafety cabinets are traditionally used for the control of particulates that may be released while working with biologicals and are designed to provide product, environment, and employee protection. Biosafety cabinets use vertical laminar airflow to create a barrier to airborne particles. HEPA filters (High Efficiency Particulate Air), within the biosafety cabinet, filter the air going into the environment or laboratory with an efficiency of 99.97% for a 0.3 micron size particle. HEPA filters do not filter out gases or vapors.
  2. There are two major groups of Class II biosafety cabinets, the Type A and the Type B. Class II Type A biosafety cabinets vent directly into the laboratory, while the Type B cabinets are ducted like a fume hood and vent outside. Since the Type A and B1 cabinets recirculate much of the air entering the cabinet, it is important to avoid large quantities of flammable materials such as alcohols that are frequently used to wash down the cabinet prior to use. Class II B2 cabinets or fume hoods are required for using larger amounts of hazardous volatile chemicals; both of these devices use negative pressure and single-pass air for employee protection.
  3. All biosafety cabinets are certified according to the National Sanitation Foundation (NSF) 49 Class II (Laminar Flow) Biosafety Cabinetry when initially installed. As a general rule, biosafety cabinets then must be re-certified at least annually; following service; and following re-location. Servicing of the internal workings of these units are performed by outside contractors only.
  4. As a general rule, biosafety cabinets must be decontaminated with paraformaldehyde gas prior to being moved to another location and prior to service or maintenance that involves opening a contaminated plenum.
  5. A laminar flow "Clean Bench" provides the horizontal or vertical positive pressure flow air environment for product protection only. The horizontal flow clean benches are used in clinical, pharmaceutical, and laboratory facilities without toxic, infectious, radioactive, or sensitizing materials. A “Clean Bench” may be useful for certain manipulations of clean materials (e.g. pouring agar plates, etc.) but must not be used for biohazard materials.
  6. Refer to the Centers for Disease Control and Prevention’s booklet Primary Containment for Biohazards: Selection, Installation and Use of Biosafety Cabinets for more detailed information regarding biosafety cabinets.
  7. Some locations that utilize only chemicals (no biologicals) may have ducted HEPA filtered cabinets that operate in a similar manner as biosafety cabinets. They provide product, environment, and employee protection. Contact the IH Unit for requirements for the servicing and installation of these devices.
8. Ductless Fume Hoods
  1. Many companies distribute ductless fume hoods as a means of protection for lab personnel. Such use requires the laboratory users to match the type of filters to the chemicals to be used and requires the filter be changed at the prescribed frequency. This frequency is related to the quantity of solvent that passes through the filter, the time the filter is in use, and using solvents that offer good warning properties (odor can be detected before a possible over-exposure can occur.
  2. Ductless fume hoods can be used only in those locations and applications as approved by the Industrial Hygiene Unit prior to their purchase or use. Such use requires that the date of the last filter change be listed on the hood, the filter changed at the prescribed frequency as listed by the manufacturer, and the location of use provides good general ventilation.
GENERAL PROCEDURES FOR WORKING WITH CHEMICALS

The Chemical Hygiene Plan requires laboratory employees to know and follow laboratory rules and procedures. In addition to the information provided in the preceding sections, the following should also be followed.
1. General Rules for All Laboratory Work with Chemicals
  
  The following is to be used for all laboratory work with chemicals:
  1. Equipment and Glassware
    1. Handle and store laboratory glassware with care to avoid damage. Discard damaged glassware immediately.
    2. Use extra care with Dewar flasks and other evacuated glass apparatus. Shield or wrap them to contain chemicals and fragments should implosion occur.
    3. Do not use equipment with damaged or frayed electrical cords.
    4. Clamps are to be placed on all condenser hook-ups.
    5. For procedures where equipment such as vacuum pumps might become chemically contaminated, a cold trap (finger), scrubber, or filtration system should be used. The exhaust should then be vented into a chemical fume hood. Decontaminate vacuum pumps or other contaminated equipment, including glassware, in a hood before removing them from the designated area.
  2. Choice of Chemicals: Use only those chemicals for which the quality of the available ventilation system is appropriate.
  3. Eating, Smoking, Etc.
    1. Eating, drinking, smoking, chewing gum, or applying cosmetics in areas where laboratory chemicals are present is not allowed. Wash hands before conducting these activities. Wash hands and any potentially exposed skin before leaving the laboratory.
    2. Food and beverages must not be stored in refrigerators, freezers or cold room used for specimens or chemical storage. Laboratory glassware or utensils are not to be used for the storage or consumption of food or beverages.
  4. Mouth Suction: Mouth suction for pipeting or starting a siphon is prohibited.
  5. Personal Apparel: Confine long hair and loose clothing. Safe laboratory practices dictate that appropriate shoes and clothing be worn. The PI or laboratory supervisor shall define appropriate apparel.
  6. Personal Housekeeping: Keep the work-area clean and uncluttered. Chemicals and equipment should be properly labeled and stored. Clean up the work area on completion of an operation or at the end of each day.
  7. Planning: Employees are to seek information and advice about hazards, plan appropriate protective procedures, and plan positioning of equipment before beginning any new operation.
  8. Unattended Operations: An appropriate sign (including an emergency contact person) is to be placed on the door for any unattended operation. Provisions for the containment of toxic substances in the event of failure of a utility service (such as cooling water) are to be made for all unattended operations.
  9. Working Alone: Multiple personnel need not be present when using common chemicals. However, a minimum of two employees must be present for procedures using chemicals of moderate, chronic, or high acute toxicity.
2. Work with Chemicals of Moderate Chronic or High Acute Toxicity
  
  Examples of these materials include hydrofluoric acid, diisopropylfluorophosphate, hydrogen cyanide. The following supplemental rules are also to be followed:
  1. Location: Use and store these substances only in areas of restricted access with special warning signs. Always use a hood (previously evaluated to confirm adequate performance with a face velocity of at least 100 linear feet per minute) or other containment device for procedures that could result in the generation of aerosols or vapors containing the substance. Trap released vapors to prevent their discharge into the workspace by exhausting them into the hood exhaust.
  2. Personal Protection: Always avoid skin contact by use of gloves and long sleeves and other protective apparel, as appropriate. Always wash hands and any potentially exposed skin immediately after working with these materials.
  3. Prevention of Spills and Accidents: Be prepared for accidents and spills. Assure that at least 2 people are present at all times when using a highly toxic chemical or one of unknown toxicity. Store breakable containers of these substances in chemically resistant trays. Also, work and mount apparatus on trays, or cover work and storage surfaces with removable, absorbent, plastic backed paper. If a major spill occurs outside the hood, evacuate the area and notify Security of the location of the spill, the chemicals, and the quantities involved.
3. Work with Chemicals of High Chronic Toxicity
  
  Examples of these materials include acroline, arsine, chlorine, diazomethane, diborane (gas), hydrogen cyanide, hydrogen fluoride, methyl fluorosulfonate, nickel carbonyl, nitrogen dioxide, osmium tetroxide, ozone, phosgene, sodium azide, sodium cyanide, human carcinogens and other substances with high carcinogenic potential in animals. Further supplemental rules are to be followed, in addition to those listed previously in A & B above, include:
  1. Access: Conduct all transfers and work with these substances in a "controlled area" - a restricted access hood, glove box, or portion of a lab designated for use of highly toxic substances for which all people with access are aware of the substances being used and necessary precautions.
  2. Non-Contamination/Decontamination: Protect vacuum pumps against accidental contamination by using cold traps (fingers), scrubbers, or HEPA filters, and vent the exhaust into a fume hood. Decontaminate vacuum pumps or other contaminated equipment, including glassware, in the hood before removing them from the controlled area. The controlled area must be decontaminated before normal work is resumed there.
  3. Exiting: On leaving a controlled area, reusable protective equipment is to be decontaminated and any disposable protective apparel is discarded in an appropriate labeled waste container. Hands and any potentially exposed skin surface should be washed thoroughly.
  4. Housekeeping: Use a wet mop or a vacuum cleaner equipped with a HEPA filter instead of dry sweeping if the toxic substance was a dry powder.
  5. Medical Surveillance: If using toxicologically significant quantities of such a substance (consult the chemical’s MSDS: those that list an oral LD₅₀ of <50 mg/kg, skin contact LD₅₀ of <200 km/kg, or an inhalation LD₅₀ of <2000 mg/kg for 1 hour) on a regular basis (e.g., 3 times per week), and where a potential for exposure exists, consult a UHS Occupational Health physician at x5-4955 concerning desirability of regular medical surveillance.
  6. Records: Users should keep accurate records of the amounts of these substances stored and used, the dates of use, and the names of users.
  7. Signs and Labels: Assure that the controlled area is conspicuously marked with warning and restricted access signs and that all containers of these substances are appropriately labeled with identity and warning labels.
  8. Spills: Assure that contingency plans, equipment, and materials to minimize exposure to people and property in case of accident are available.
  9. Storage: Store containers of these chemicals only in a ventilated, limited access area in appropriately labeled, unbreakable, chemically resistant, secondary containers.
  10. Glove Boxes: For a negative pressure glove box, ventilation rate must be at least 2 volume changes/hour and a negative air pressure at least 0.5 inches of water. For a positive pressure glove box, thoroughly check for leaks before each use. In either case, trap the exit gases or filter them through an HEPA filter and then release them into a fume hood.
  11. Waste and Decontamination: Prepare a plan for the disposal of these materials prior to use. Use chemical decontamination whenever possible; ensure that containers of contaminated waste (including washings from contaminated flasks) are transferred to the hazardous waste container for disposal through the HWMU.
4. Animal Work with Chemicals of High Chronic Toxicity
  1. Administration of the Toxic Substance: Toxic substances must be administered as specified in the protocol established on the University Committee on Animal Resources (UCAR) proposal.
  2. Aerosol Suppression: Establish procedures that minimize formation and dispersal of contaminated aerosols, including those from food, urine, and feces (e.g., use HEPA filtered vacuum equipment for cleaning; moisten contaminated bedding before removal from the cage, mix diets in closed containers in a hood).
  3. Personal Protection: When working in the animal room, personnel must wear the personal protective equipment specified on the door to the room.
  4. Waste Disposal: Dispose of contaminated animal tissues as specified by the Vivarium supervisor.
5. Site Specific Procedures
  
  The CHP is to be used for all UofR laboratories. Because of the variety of labs, the inclusion of site-specific procedures should be done at the laboratory level. Appendix 12 lists Site Specific Procedures that can be included for this purpose to maintain the health and safety of the personnel. Inclusion of this referenced appendix and other specific procedures is recommended.

QUESTIONS? Contact EH&S at (585) 275-3241 or e-mail EH&S Questions.

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