Essential Code of Conduct in the Research Laboratories Faculty of Medicine and Health Sciences, Universiti Tunku Abdul Rahman Produced by the Research Laboratory Management Committee Approved by the Faculty Board (Edition 1) DATE: 16 th March, 2011
Contents CHAPTER PAGE About The FMHS Research Laboratories 1 1 Personal Behaviour in the Laboratories 3 2 Health and Safety in the Research Laboratories 2.1 General 2.2 Waste Management and Disposal 2.3 Lab Health and Safety Induction Programme 5 5 7 7 3 Research Laboratories Security 8 4 Use of Laboratory Instruments 10 5 Chemical Storage and Waste Disposal 5.1 Chemical Storage 5.2 Chemical Waste Disposal 5.3 Biological Waste Disposal 5.4 Disposal of Other Laboratory Wastes 11 11 11 11 11 Appendices 1. Application for Use of the Research Lab after Office Hours 2. Induction Checklist 3. Research Laboratory Safety Declaration form 4. Map of fire escape route 5. Agreement on Holding of Keys to the Research Laboratories 6. Equipment log book 12 12 13 15 18 19 20 Emergency Contact Numbers 21
About the FMHS Research Laboratories The Research Laboratories of the Faculty of Medicine and Health Sciences is located on the first floor of the UTAR building in the Sungai Long Campus directly opposite the library. The laboratory is designed for research studies in translational medicine focussing on genetics, molecular and cellular biology. The laboratory is open to all academic staff members who should submit applications for bench space to the Faculty Research, Development and Postgraduate Committee (FRDPC); FRDPC reviews and makes recommendation of the applications to the Faculty Management Committee (FMC) for approval. The Laboratory is managed by the Research Laboratory Management Committee (RLMC) which reports to the FMHS Dean, Emeritus Professor Dr. Cheong SK, and the Faculty Board. The RLMC members for 2011 are as follows, with designated areas of responsibility: RLMC member Area of responsibility in Email and h/p no. (2011) the laboratory Prof. Choo KB (Chair) Personal conduct of all laboratory personnel chookb@utar.edu.my 012-687 3063 A/Prof. Dr. Alan Ong HK Laboratory safety and waste disposal onghk@utar.edu.my 013-324 7558 Assist/Prof. Dr. Gan SC Laboratory security gansc@utar.edu.my 012-632 6470 A/Prof. Dr. Lim YM Laboratory equipments: procurement, usage and ymlim@utar.edu.my 019-621 7109 maintenance Assist/Prof. Dr. Leong PP Animal holding facilities leongpp@utar.edu.my 012-221 6861 Mr. Wong TY Laboratory manager wongty@utar.edu.my 016-869 5059 1
This Handbook on Essential Code of Conduct in the Research Laboratories, produced by RLMC2011, is meant to serve only as a guide to all laboratory personnel on the most essential aspects of various areas of activity in the Laboratory. Further details are available from the Lab Manager, Mr. Wong, or on the website http://www.utar.edu.my/osh/index.jsp?fcatid=158&fcontentid=832 Suggestions on improving the management of the Research Laboratories are always welcome by contacting a RLMC member. The content of this handbook is subject to changes at any time deemed necessary by RLMC with the approval of the Faculty Board. 2
CHAPTER 1 Personal Behaviour in the Laboratories Prepared by Prof. Choo KB 1. The assignment of bench and desk space in the Research Lab for each worker is to be approved by the Faculty Research, Development and Postgraduate Committee (FRDPC) in consultation with the Research Laboratory Management Committee (RLMC) on the recommendation of an academic staff of FMHS. The primary responsibility of the conduct of each worker in the Research Lab rests with the supervising academic staff. 2. Each worker in the Research Lab is expected to act conscientiously and with a deep sense of responsibility. Be responsible to yourself, your supervisor and all other lab workers. 3. Personal safety and laboratory security are of utmost importance in the lab and are for the well-being of each and all lab personnel. Observe safety and security rules and regulation set up by the RLMC. Violation may result in temporary or permanent suspension of the right to use the Research Lab, or expulsion, as judged by the Faculty Board on recommendation by the RLMC and FRDPC. 4. Willful sabotage of laboratory equipments or ongoing experiments of other workers, if proven, will result in prompt repulsion from the Research Lab, and in serious cases, from the university. 5. All equipments, chemicals and reagents are UTAR properties. Removal of such items from the lab without the consent of the supervisor and/or the RLMC will result in disciplinary action. If the offence is judged serious, such as removal of toxic, biohazardous or radioactive materials from the lab, prompt repulsion may also be imposed by the Faculty Board on recommendation by the RLMC and FRDPC. 6. Use of personal notebook and laboratory computers in the lab is strictly for research-related work only. Unlawful downloading, computer gaming and work-unrelated surfing are forbidden. 3
7. Observe safety rules and regulation on the use of all equipments. Failure to do so may result first in warning and subsequently in suspension of the right to use the equipments. 8. Observe common sense by observing good laboratory practice in the Research Lab: a) No eating and drinking except in the seminar room, pantry or designated areas b) Wear a lab coat and shoes that cover your feet and toes c) Maintain cleanliness of work areas d) Do not be wasteful e) Be eco-conscious when disposing all wastes 9. Do not bring into the lab persons not related to work. Conduct social meetings in the cafeteria on the M floor. Each lab personnel is responsible for all work-related visitors brought to the lab. 10. In case of accidents or other extraordinary circumstances in the lab, report immediately to the Lab Manager and supervisor. Workers who fail to do so may be held responsible for property damages and personal harms leading to financial compensation and/or legal action. I hereby state that the above code of conduct in the Research Laboratories of FMHS, UTAR, has been read and understood. Name: Supervisor: Signature: Date: 4
CHAPTER 2 Health and Safety in the Research Laboratories Prepared by A/Prof. Dr. Alan Ong HK 2.1 General 1. Avoid, eliminate or minimise hazards where and when ever possible. 2. Comply with the university s occupational health and safety (OH&S) policies and guidelines (downloadable at www.utar.edu.my/osh). 3. Make proper use of all safety devices and personal protective equipment. 4. Seek information or advice where necessary, or when in doubt, before carrying out new or unfamiliar work including operating unfamiliar equipments. 5. As prescribed by OH&S guidelines, observed at all times laboratory dress code involving the following Personal Protective Equipment (PPE): a) Proper protective enclosed footware b) Clean labcoat or alternative protective clothing (may be specified by the supervisor or lab manager) c) Safety glasses to be worn where eye protection is required (specified by the supervisor or lab manager) d) Latex disposable examination gloves e) Long hair should be tied back to avoid injury f) When working with concentrated fumes, the use of contact lenses should be avoided 6. The following additional PPE is provided and should be used where required / instructed / determined by a risk assessment or Chemical MSDS or the supervisor: a) Safety Glasses / Goggles b) Additional Protective Gloves (i.e. while working with liquid nitrogen, while using hazardous solvents and chemicals) c) Dust Mask / Respirator d) Face Shield e) PVC Apron f) Hearing Protection 5
7. Food or drinks are not to be consumed within the laboratory. 8. Be familiar with emergency and evacuation procedures, including the location and use of emergency equipment such as safety showers, eyewash facilities and fire extinguishers, first aid box, emergency contact numbers as well as the fire exit plan. 9. Store chemical and flammable chemicals/reagents at specified areas allocated in the lab (Refer to lab manager). 10. Working with or use of radioactive sources are at present prohibited in the lab as no radioactive safety facilities are currently available. 11. Report to the supervisor any medical conditions or allergies that may pose as a risk while working in a lab environment. 12. Report and record all accidents and near-miss incidents with the lab officers as stipulated in the OS&H policy. (Lab Staff/Instructor Reference, downloadable at www.utar.edu.my/osh). Seek first aid from lab officers or trained first-aid officers whom can be contacted by emergency numbers/hotline posted at strategic locations within the lab. 13. Report to lab officers the presence of any defective equipment, broken glasses and detected hazards in the lab. 14. All lab personnel intending to work or use the lab after-office hours, on weekends or on public holidays must obtain prior permission from their supervisor and the lab manager using specified application forms (Appendix 1) that are available at the lab manager s office. In addition, the lab can only be used if there are at least TWO persons present in the lab. 15. At the end of any experiments or before leaving the lab, all equipments that need not remain on must be switched off. 6
2.2 Waste Management and Disposal 1. Working spaces are to be kept tidy and clean. Broken glass, sharps and laboratory wastes must be placed in the marked bins in the laboratory. 2. No hazardous or chemical waste is to be left or placed in the sinks, and be washed down the sink. Refer to the lab manager on where and how to store or dispose chemical, biological and other potentially hazardous wastes. 3. Disposable gloves should be placed into yellow bins (Clinical Waste Bin) which are specifically marked for such a purpose. 2.3 Lab Health and Safety Induction Programme Lab users, research staff and postgraduate students are required to attend an induction programme on commencement of their employment or research project involving the use of equipments and facilities in the Research Lab (Appendix 2). (The induction programme will be conducted once every semester, when there is a new intake of lab users and/or when there is a need to do so with the discretion of the respective supervisors) Specific instructions covering health and safety information on the following will be made known to during the programme: a) General lab safety b) Chemical safety c) Biological safety d) Waste management and storage e) Emergency procedures and first aid f) Biohazards, infectious agents and biosafety labs g) Proper use and maintenance of specialized equipments (autoclaves, centrifuges etc.) On completion of the induction programme, participants will be required to sign and acknowledge their competency in health and safety practices in the lab with a Safety Declaration form (Appendix 3). 7
CHAPTER 3 Security in the Research Laboratories Prepared by Assit/Prof. Dr. Gan SC 1. In the event of a fire, or on detecting smoke or flames: a) Confine the fire by closing the door. b) Activate the nearest fire alarm. c) Report the fire. 2. Telephone 911 for Bomba: a) State your name and exact location. Indicate where the problem is and if there are any injuries. Do not hang up until told to do so. b) Evacuate the building by walking (not running) to the nearest FIRE EXIT and leave the building. Do not use the elevators. Once out of the building, do not re-enter until told to do so. 3. If you hear a fire alarm: a) Shut off open flames. Safely store hazardous materials. Leave your work location. b) Shut all doors behind you as you leave. Evacuate the building through the nearest FIRE EXIT. Do not use elevators. c) Supervisors and the lab officers must ensure that all lab personnel evacuate the building and that all individuals who may need help are assisted to safety. 4. In the event of a chemical spill: a) Notify everyone in the room (or area) that a spill has occurred. b) Eliminate potential sources of ignition, such as lights, motors and bunsen burners. c) Leave the area/room immediately and close door behind you. d) Notify the Lab Manager/ Safety Officer /Supervisor. 5. First aid for chemical contamination: a) Go to the nearest eyewash station or safety shower. b) Flush the contaminated area with large volumes of water. c) While fushing, remove clothing that may have been contaminated. d) Continue flushing until the Lab Manager/ Safety Officer/ Supervisor arrives. 8
6. Emergency steps to take in the event of a potential blood borne pathogen exposure: a) Immediately initiate first aid at the work site. i. Contaminated skin or wound should be vigorously scrubbed for 15 minutess with providone iodine solution and copious amounts of water. ii. Contaminated eye and mucous membranes should be irrigated for 15 minutes with normal saline or water. b) Notify your supervisor if he or she is immediately available. c) Report immediately to the Lab Manager or Safety Officer. 7. Lab security: a) Wear ID at all times. b) Ensure that hazardous materials such as toxic agents and radioactive materials are secured. c) Study and be acquainted with the fire escape route map (Appendix 4). 8. Keys to the main door of the lab: a) The main door to the Research Laboratories doors is locked at all time. Qualified academic staff/supervisors, lab officers, postgraduate students and research assistants are each issued a set of keys to the main door. b) Keys to the lab are NOT to be duplicated under any circumstance; each key bears full responsibility in keeping the keys in a secure place. c) Record of key holders is kept in the research office by the lab manager. If keys are lost, report it as soon as possible to the lab manager for a replacement (which will be charged a fine of RM10). d) Students and research assistants are required to pay RM10 as a deposit for the keys and to sign the Holding Research Keys Agreement form (Appendix 5). When the keys are returned on graduation, the deposit is refunded in full. 9. Attendance record of lab personnel a) On arrival to and before leaving the lab every day, students and research assistants are to sign on the attendance book placed at the entrance of the lab. b) All visitors to the lab should get permission from supervisors and should also to sign on the Visitors book. 9
CHAPTER 4 Use of Laboratory Instruments Prepared by A/Prof. Dr. Lim YM 1. A log book is provided to record the usage of each instrument. The log book is at all time placed beside each instrument. Attempt to alter or remove records in the log book is a serious offence. 2. The user is required to record his/her usage of that instrument in the log book; accurate recording is mandatory. Please refer to Appendix 6 for an example of log book 3. User may pre-book the instrument by booking through the log book not more than 3 days before the usage. If the need to use the instrument is voided, please remember to cancel the booking. 4. Pre-booking of the instrument is restricted to one cycle of use in an experiment for a maximum of 4 hours or more depending on the nature of experiment. 5. User is required to record any errors or breakdown of the equipment and report the incidence to lab officers or the Lab Manager immediately. If the user is responsible for the breakdown of an instrument and the breakdown is not reported, disciplinary action may be taken by the Res Lab Management Committee. 6. Users are advised to handle each instrument with full responsibility and practice excellent work ethic in the laboratory. 10
CHAPTER 5 Chemical Storage and Waste Disposal Prepared by Mr. Wong TY 5.1. Chemical Storage: (i) All chemicals are to be stored in flammable/yellow cabinets and corrosive /blue cabinets, which are placed in the K113 Balance and Chemicals Room. (ii) Solvents and any chemicals in liquid form are stored separately from chemicals in dry/powder form. (iii) Acid/alkali solutions are to be stores in corrosive/blue cabinets. 5.2. Chemical Waste Disposal: (i) All solvent wastes are to be labelled properly and stored in the Chemical Waste Room on the ground floor. (ii) Different solvents cannot be mixed in the same bottle. Improper solvent mixing may lead to fire or explosion. (iii) Ethidium bromide is not allowed in the Research Lab. (iv) The contracted company responsible for waste disposal will be called to remove the wastes at fixed period. 5.3. Biological Waste Disposal (i) Bacterial and cell culture dishes, plates and flasks are to be disposed into Autoclave Bags (blue bags) and decontaminated before disposal. (ii) All other biological wastes should be disposed in Biohazard Bags (yellow bags) and kept in a Biohazard Bin (yellow bin). (iii) Gloves used in handling of biological works are to be disposed off separately in a Biohazard Bags (yellow bags). (iv) Dissecting steel blades for cutting tissues are to be disposed in a Sharp Objects Bin (yellow). 5.4. Disposal of Other Laboratory Wastes (i) Broken glasses are to be disposed in the Sharp Objects Bin (yellow). (ii) Tips, tubes, parafilm and gloves (except gloves used in handling biological materials) are to be disposed in Autoclave Bags (blue bags. 11
Appendix 1 Application for Use of the Research Lab after Office Hours Important notes: Students are liable to damages of laboratory properties due to negligence as agreed in the student s declaration form (Appendix 3). Damages/missing of equipment must be reported to the lab officers immediately. Applicant(s) Name Student ID/position Email address Contact number Programme Year/Semester Project Title & supervisor Date of use Time of use From to Signature of student/ra Signature of supervisor Date: Date: Details of accompanying person Name Student ID /position Email address Contact number Programme Year/Semester Signature Date: Approval by Lab Manager (who should keep the signed form) Name Signature Date 12
Appendix 2 Induction Checklist (For use of the FMHS Research Laboratories, 2011) Name Position Department/Faculty/ Institution Supervisor Date Commenced Safety Responsibilities, Emergencies & First Aid Yes/no I am familiar with the UTAR OH&S website, www.utar.edu.my/osh. I have been made aware of the UTAR Emergency Procedures. In the event of an emergency, I know how to call UTAR security and/or emergency response team/hotline. I know the location of: Emergency equipments (fire extinguisher/hose) Emergency exits Assembly points in an emergency Eyewash Emergency shower I have been shown the location of the First-Aid Kits and know the location of the list of First-Aid Officers. I am aware of the requirement to report all incidents, injuries and illnesses to appropriate personnel which include the lab manager and the supervisor. 13
Hazards & Risk Management I agree to complete/review risk assessments relevant to my work (with assistance from my supervisor, co-workers and other relevant persons e.g. Laboratory Manager, Workshop Manager) prior to the commencement of laboratory activities. Yes/no I have been made aware of the rules and procedures for use of the laboratories in after-office hours, and I agree to follow these procedures. I have been made aware of the requirement in reporting detected hazards in the lab. I have viewed a copy of the UTAR Student Laboratory Guideline and the guidelines on Health and Safety in the Research Laboratories, and I agree to follow the safety advice provided in these documents. Chemical safety requirements have been discussed with me (e.g. storage, handling, labelling, registers, MSDS s, purchasing procedures, waste disposal, emergency equipment, safety showers, eyewash stations and chemical spill kits). Use and safety issues pertaining to biohazards, infectious agents and the proper use of biosafety labs have been discussed with me. Proper use and maintenance of specialised equipments (e.g. autoclaves, centrifuges etc.) have been demonstrated to me (Appendix 2) I hereby state that the above Induction Checklist prior to working in the Research Laboratories of FMHS, UTAR, has been read and understood. Name: Supervisor: Signature: Date: 14
Appendix 3 Research Laboratory Safety Declaration form (FMHS, 2011) Name Position Institution/Faculty/ Affiliation Supervisor Date The proper use and maintenance of the following laboratory equipments have been demonstrated to me: Signature of Equipment Yes/no demonstrator (Supervisor/ Date Signature of user Lab manager) Autoclaves Centrifuges Stirring and mixing devices Heating devices (hotplates, incubators, ovens, water baths) Shaking incubators Ultrasonicators Freeze dryer 15
Signature of Equipment Yes/no demonstrator Date Signature (Supervisor/ of user Lab manager) Rotavapours/concentrator Electrophoresis devices Glassware Liquid nitrogen storage and dispensing Spectrophotometers (UV-Vis and Visible, Nanophotometer) Microscopes Inverted Microscopes Water purifier Real-time PCR Gradient PCR Non-Gradient PCR Laminar air flow Biohazard cabinet Fume hood HPLC 16
Signature of Equipment Yes/no demonstrator Date Signature (Supervisor/Lab of user Manager) GCMS Rotary evaporator Mircopipettes Proper storage and disposal of chemical, biological and hazardous wastes Any other instrument training as specified by the supervisor for the research being undertaken: Signature of Equipment Yes/no demonstrator (Supervisor/Lab Manager) Date Signature of user 17
Appendix 4 Map of fire escape route 18
Appendix 5 Agreement on Holding of Keys to the Research Laboratories I, the undersigned, of ID number/position, fully agree to abide by the rules and regulations as stated in the laboratory guidelines failing which the Universiti Tunku Abdul Rahman holds the right to penalise me. I agree to keep the keys in a safe place, and hold full responsibility on lab equipments and consumables. I hereby agree to obey decisions from the University to bear the cost of damages/loss of the laboratory equipment as a result of my own negligence. I will not duplicate the keys to the Research Laboratories and I will keep the main door to the lab locked at all the time. I will report to the security personnel and lab officers any hazards, damages or missing properties in the laboratory. Signature Name: Date: Supervisor s Recommendation I, acknowledge the capability of the student signed above to hold the keys to the main door of the Research Laboratories, Faculty of Medicine and Health Sciences, Universiti Tunku Abdul Rahman. I also understand that the applicant shall hold full responsibility of liability as declared above. Signature Supervisor s name: Date: 19
Appendix 6 Equipment log book Date Time Name Experiment performed Signature 20
Emergency Contact Numbers Emergency No. (Bomba, Ambulance, Police) 999 Emergency No. for Handphone 112 Bomba Police 03 8736 4444 (Kajang) 03 9132 9490 (Cheras) 03 8736 2222 (Sg. Long Kajang) Ambulance (Kajang Medical Centre) 03 8736 0631 or 8737 8957 Private Ambulance (i) Mahamas Medic Services (Abdul Sahleem) (ii) St John Ambulans (Mr. Yeo) 03 4044 9099 or 019 274 9099 03 33715005 or 019 260 2222 Department of Safety & Security, UTAR 03 9019 4722 (Sg. Long) 016 2100 861 (Klang Valley hotline) First-Aid Officers of FMHS, UTAR Mr. Sim Kuang How Ms. Lim Ping Mr. Wong Teck Yew 013 353 7708 019 384 8139 016 869 5059 21