MGH Research Safety Committee Meeting #5 February 27, 2014
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1 MGH Research Safety Committee Meeting #5 February 27, 2014 Harry W. Orf, PhD, Senior Vice President for Research Robert Castaldo, Safety Director Michael Fisher, Director, RSMG Mary Gervino, Director, MGH Research Compliance
2 Agenda 1. Incident Updates Bob Castaldo 2. Presentation of Interactive Training Module Carl Blesius 3. Organizational Structure Update Harry Orf 4. Status and Updates from Task Forces Communications Task Force Harry Orf Documentation/Policy Task Force Bob Castaldo Chemical Hygiene Task Force Bob Castaldo Lab Survey Task Force Michael Fisher Training Task Force Mary Gervino 5. Questions and Open Discussion Page 2
3 Agenda 1. Incident Updates Bob Castaldo 2. Presentation of Interactive Training Module Carl Blesius 3. Organizational Structure Update Harry Orf 4. Status and Updates from Task Forces Communications Task Force Harry Orf Documentation/Policy Task Force Bob Castaldo Chemical Hygiene Task Force Bob Castaldo Lab Survey Task Force Michael Fisher Training Task Force Mary Gervino 5. Questions and Open Discussion Page 3
4 Agenda 1. Incident Updates Bob Castaldo 2. Presentation of Interactive Training Module Carl Blesius 3. Organizational Structure Update Harry Orf 4. Status and Updates from Task Forces Communications Task Force Harry Orf Documentation/Policy Task Force Bob Castaldo Chemical Hygiene Task Force Bob Castaldo Lab Survey Task Force Michael Fisher Training Task Force Mary Gervino 5. Questions and Open Discussion Page 4
5 Agenda 1. Incident Updates Bob Castaldo 2. Presentation of Interactive Training Module Carl Blesius 3. Organizational Structure Update Harry Orf 4. Status and Updates from Task Forces Communications Task Force Harry Orf Documentation/Policy Task Force Bob Castaldo Chemical Hygiene Task Force Bob Castaldo Lab Survey Task Force Michael Fisher Training Task Force Mary Gervino 5. Questions and Open Discussion Page 5
6 Organizational Structure MGH Safety Committee Research Management EH&S Department Research Safety Committee Departmental Safety Coordinators Research Space Management Staff Support Department Staff EH&S Site Safety Coordinators Unit Safety Coordinators Lab Safety Coordinators Radiation Safety Biosafety Compliance PI s and Individual Researchers PI s and Individual Researchers PI s and Individual Researchers Research Management Animal Welfare Occupational Health Police and Security Emergency Services Page 6
7 Organizational Structure Department Unit Unit Location (Site) Department Safety Coordinator Unit Safety Coordinator Site Safety Coordinator Lab Safety Coordinator Anesthesia Stuart Forman NH Cancer Center Research Khaleda Haider Carolyn Gorka NH Cancer Center Research Khaleda Haider Laura Libby NH Cancer Center Research Khaleda Haider Carolyn Gorka NH Cancer Center Research Simches 4 Khaleda Haider Nicole Smith NH Cancer Center Research Jackson 9 Khaleda Haider Mary Lynch NH CCIB Chris Kelleher MC CCM Jason Fuller JK CHGR Vijaya Ramesh WH CRM David Machon NH CSB Peter Waterman WH Center for Wellman Labs Bobby Redmon MC CIMIT MF CTSA MF Dermatology John Dellorusso MC Emergency Service Blair Perry NH Medicine Cardiology MC Medicine CVRC MC Medicine CIID (Mempel) Carol Leary E. Carrizosa WH Medicine CIID (Elkhoury) Carol Leary Suzanne Hickman WH Medicine CIID (Moon) Carol Leary James Moon) WH Medicine CIID (Luster) Carol Leary Carol Leary WH Medicine CIID (Means) Carol Leary Terry Means WH Medicine CIID (Shreffler) Carol Leary Alex Ma WH Medicine CIID (HMC) Carol Leary Vlad Vrbanac WH Medicine CIID (Anthony) Carol Leary Robert Anthony WH Medicine CIID (Hacohen) Carol Leary Alice Lan WH Medicine CIID (Steere) Carol Leary Gail McHugh WH Medicine CIID (Tager) Carol Leary Leaya George WH Medicine Diabetes Mary Larkin NH Medicine Diabetes Yen Yi NH Medicine Diabetes Faustman NH RSMG Analyst Page 7
8 Organizational Structure Areas Not Yet Represented CIMIT Infectious Disease 65 Landsdowne, 50 Staniford St OB/GYN Renal Membrane Biology Lab for Lipid Metabolism and Technology Page 8
9 Agenda 1. Incident Updates Bob Castaldo 2. Presentation of Interactive Training Module Carl Blesius 3. Organizational Structure Update Harry Orf 4. Status and Updates from Task Forces Communications Task Force Harry Orf Documentation/Policy Task Force Bob Castaldo Chemical Hygiene Task Force Bob Castaldo Lab Survey Task Force Michael Fisher Training Task Force Mary Gervino 5. Questions and Open Discussion Page 9
10 Status and Updates from Task Forces MGH Research Safety Committee Communications Task Force Update Harry W. Orf, PhD, Senior Vice President for Research
11 Communications Task Force Update Action Items from 5 th Meeting Tracking Safety Training Central Database for all Research Personnel w/reqd Training now under development (Research Personnel Database RPD) Research personnel survey to review all personal data and ID training needs top level questions completed, detailed ones under development (e.g., work with animals? which types.) Purchase ID badge scanner for recording training attendance Will pilot with Rad Safety Training and at a Research Council meeting Hazardous chemical purchases notification system to forward SOP s Electronic list of purchases generated weekly by Materials Management We will develop a process to notify PI s and send information to a database to track who has hazardous materials and supply generic SOP s to be customized Met with Lab Survey Team Will develop portable survey tool and database Formalize documentation of issues, resolution, feedback
12 Status and Updates from Task Forces MGH Research Safety Committee Safety Documentation Task Force Update Robert Castaldo, Safety Director
13 Research Safety Manual Orientation Chart Section 1: Organization and Hazard Management Process Describes safety program organization, roles and responsibilities and safety management principles; directed primarily to management level staff Policy Statement Research Safety Organization Hazard Management and Loss Control Process Section 2: Safety for All Research Community Personnel Presents material everyone in the research community needs to know about safety in their workplace, regardless of their job role Safety Training Requirements General Administrative Policies and Procedures Police and Security Fire and Life Safety in Research Facilities Safety (Incident) Reporting Emergency Preparedness and Response Occupational Health Services Section 3: Safety for All Technical Laboratory Personnel Addresses general safety requirements applicable to all technical personnel working in labs Chemicals Personal Protective Equipment Lab Equipment Hazardous Waste Management Safety and Emergency Equipment Electrical Laboratory Signage Section 4: Special Hazards Presents safety information for technical staff who also work with the following special types of hazards or situations Animals Biosafety Radiation Lasers Section 5: Helpful Resources Human Subject Research Safety Links Forms Templates
14 Status and Updates from Task Forces MGH Research Safety Committee Chemical Hygiene Task Force Update Robert Castaldo, Safety Director
15 Chemical Hygiene Task Force Update Chemical Safety Two major concerns 1. Health Hazards 2. Physical Hazards Chemical Hygiene Plan Organization level Chemical Hygiene Plan Department-specific level Hazard Communication Information from: inventory labels SDS training - Health Stream modules Safety Policies & Procedures re: acquisition through use and disposal flammables corrosives reactives toxics compressed gases cryogens emergencies spill management waste disposal Tools and Resources Hazardous chemicals definitions and standard safety requirements SOP template Tools and Resources
16 Status and Updates from Task Forces
17 Status and Updates from Task Forces
18 Status and Updates from Task Forces
19 Status and Updates from Task Forces
20 Status and Updates from Task Forces
21 Status and Updates from Task Forces MGH Research Safety Committee Lab Survey Task Force Update Michael Fisher, Director, RSMG
22 Laboratory Safety Surveys Update The Task Force s charge is to develop and implement an ongoing laboratory safety surveillance process in collaboration with the various departments, laboratories, and principal investigators. The ultimate goal is to assist principal investigators in identifying and mitigating unsafe conditions in their laboratories.
23 Laboratory Safety Surveys Update Each laboratory at MGH will be surveyed annually. The survey team will consist of: RSMG Operations Manager Representatives from B&G Environmental Services Police and Security Environmental Health and Safety Two lab managers at large Lab manager from the laboratory being surveyed Departmental Safety delegate
24 Laboratory Safety Surveys Update Pre survey worksheet For use by laboratory in preparation for survey visit Two weeks prior to visit Survey instrument Web based application for use by survey team Survey results Prepared by survey team within two weeks Distributed to departmental safety coordinator, principal investigator, and laboratory manager On line response detailing mitigation plan and completed items Follow-up approximately 3 months by RSMG representative
25 Laboratory Safety Surveys Update Pre-survey Work Sheet Survey Schedules Follow-up Reports CENTRAL DATABASE APPLICATION Trend Reports iphone, ipad, etc. for use by survey team Survey Reports
26 Status and Updates from Task Forces MGH Research Safety Committee Safety Training Task Force Update Mary Gervino, Director, Research Compliance Rachel Ackman, Sr. Research Compliance Associate
27 Training Templates Why Ease transition to interactive format Shape current content to be cohesive, straightforward, to-the-point Provide a standard for newly developed trainings
28 Template Outline Training Objectives Policy Statement in laymen s terms with link to regulation What does this mean for me? How do I implement Best Practices Summary Resources Quiz
29 Training Objectives What do we intend to accomplish? This training will show you how to This training will teach you about This training will provide
30 Training Objectives Hypothetical: Controlled Substances Use in Nonhuman Research What do we intend to accomplish? This training will explain how to comply with the law and obtain the appropriate registrations (licenses), order controlled substances from established distributors, and maintain secure storage and accurate inventory of controlled substances.
31 Policy Statement in Laymen s Terms Why is this training required? You must do X because Y NIH/OSHA/etc requires X because Y Its important to learn X because Y For additional information: The MGH/Partners policy can be found here The Federal/State law or regulation can be found here
32 Policy Statement in Laymen s Terms Hypothetical: Controlled Substances Use in Nonhuman Research Why is this training required? State and federal law requires specific Research Registrations in order to purchase and use controlled substances for nonhuman research. For additional information: The MGH policy can be found at mpliance&di=non- Human+Research+Controlled+Substances+Policy+%26+Proced ure&hu=emptyurl
33 What does this mean for me? What do I have to do?
34 What does this mean for me? Hypothetical: Controlled Substances Use in Nonhuman Research What do I have to do? Researchers must apply for the appropriate licenses, ensure that all drugs are securely stored, and determine who in the lab should have access. Drugs can be ordered from McKesson Pharmaceutical, and veterinary drugs can be ordered through Patterson (Webster) or Butler-Schein.
35 How do I implement What are the steps to implement this training?
36 How do I implement Hypothetical: Controlled Substances Use in Nonhuman Research Step 1: confirm that your drug storage meets the legal requirements, which are x, y, and z Step 2: apply for your state and federal research registrations for controlled substances, if you do not already have them. State application can be located Federal application can be located n/newapplogin.jsp If a state or federal agent would like to interview you or visit your lab, contact Research Compliance immediately
37 Best Practices Always do X Never do Y It s a good idea to do Z
38 Best Practices Hypothetical: Controlled Substances Use in Nonhuman Research Always maintain an accurate inventory of controlled substances in your drug safe. Never store items other than controlled substances and the inventory log in your drug safe. It s a good idea to schedule a reminder to renew your license every year.
39 Summary Recap highlights Who What Why When/where How
40 Resources Who to contact Where to go for more info (policy, other helpful websites)
41 Quiz
42 Agenda 1. Incident Updates Bob Castaldo 2. Presentation of Interactive Training Module Carl Blesius 3. Organizational Structure Update Harry Orf 4. Status and Updates from Task Forces Communications Task Force Harry Orf Documentation/Policy Task Force Bob Castaldo Chemical Hygiene Task Force Bob Castaldo Lab Survey Task Force Michael Fisher Training Task Force Mary Gervino 5. Questions and Open Discussion Page 42
43 Discussion! Questions? Page 43
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