Laboratory Decommissioning & Commissioning

Purpose

To detail the procedure for properly decommissioning a lab that may result from

• Change in ownership
• Change in location
• Loss of faculty member through retirement, loss of funding or death
• Lab renovation
• Lab expansion
• Other

Scope and Applicability

This shall apply to all research and teaching laboratories and academic shops on the Knoxville campus of the University of Tennessee.

This shall apply to all students, staff and faculty on the Knoxville campus of the University of Tennessee.

Abbreviations and Definitions

Abbreviations

BSL – Biological Safety Level

DEA – Drug Enforcement Administration

DOT – Department of Transportation (regulates transport of hazardous materials on our roadways)

DSO: Departmental Safety Officer

EHS – Environmental Health & Safety Department

IACUC – Institutional Animal Care and Use Committee

PI – Principal Investigator

STAR Team – Special Team to Assist Research (a division of Facilities Services)

Definitions

Lab Decommissioning: Lab is closing due to retirement, loss of funding, death, etc.

Lab Securing: Lab space and contents are changing ownership due to retirement, loss of funding, death, etc.

Lab Moving: Lab is being decommissioned due to relocating to another room, building, UT campus or other University or everything being removed for renovation

Lab Expansion: Lab is acquiring new space and keeping the original space

Facility Supervisor: The Director or Head of a Center, Department or Joint Institute

Hazardous Waste: Waste that is dangerous or potentially harmful to our health or the environment. Hazardous wastes can be liquids, solids, gases, or sludges. They can be discarded commercial products, like cleaning fluids or pesticides, or the by-products of manufacturing processes. This does not include biohazardous wastes or radioactive wastes.

Universal Waste: a category of waste materials designated as “hazardous waste”, but containing materials that are very common. It is defined in 40 C.F.R. 273.9, by the United States Environmental Protection Agency but states may also have corollary regulations regarding these materials. This includes batteries, pesticides, mercury-containing equipment and bulbs (lamps).

Roles and Responsibilities

Department Head or Facility Supervisor or Departmental Safety Officer

• Shall assign a Responsible Person for each lab that is to be decommissioned, at least one month prior to lab decommissioning.
• Shall ensure all applicable sections (appendices A, B, and C) are completed and sign each form upon completion
• Shall keep the completed and signed original Lab Decommissioning Checklist for Lab Closeout or Lab Move on file in the department personnel files for a minimum of 10 years and shall send an electronic copy of the forms to Facilities Manager (if applicable), the Associate Dean’s office, EHS and the Office of Research

Responsible Person

• Shall be a person with capable skill and knowledge to carry out the required tasks as determined by the Department Head/Facility Supervisor, in most cases the occupant or PI
• Shall ensure that all required elements of the Decommissioning Procedure are fulfilled and sign the Lab Decommissioning Checklist upon completion
• Shall ensure that all required signatures are obtained

EHS

• Shall coordinate with a licensed contractor to remove and properly dispose of Hazardous Waste in accordance with state and federal regulations – EHS needs a four week lead time to schedule contractor
• Shall coordinate with a licensed contractor to properly pack and move all hazardous chemicals in accordance with state and federal regulations in the event of a lab move – EHS needs a four week lead time to schedule contractor
• Shall provide Lab Door Placards (upon completion of Lab Door Placard form by lab personnel)
• Shall keep an electronic copy of the completed and signed Lab Decommissioning Form for a minimum of 10 years

Biosafety Office

• Shall coordinate with the PI or designate to ensure that biological hazards are either destroyed, transferred (either internal or external to the University), or safely stored in accordance with federal, state, local, and/or institutional standards.
• Shall perform an exit evaluation of the laboratory to verify that all affected working surfaces and equipment has been cleaned and surface disinfected as prescribed by the Biosafety Office.
• Shall coordinate decontamination of equipment prior to moving if indicated by risk assessment.
• Shall provide laboratory signage, labels, and other postings as appropriate.
• Shall ensure that Institutional Biosafety Committee approvals are updated or refiled as applicable

Rad Safety Office

• Shall remove or move any radioactive material
• Survey potentially contaminated equipment
• Shall perform exit survey

Facilities Services

• Shall manage utilities as needed
• Shall move non-sensitive equipment and non-fixed furniture

IACUC

• An IACUC inspection may be required when a lab which uses vertebrate animals is expanding or moving to a new space

Outside Vendors

• Shall pack, ship and dispose of hazardous waste in compliance with state and federal regulations.
• Shall pack, ship and unpack of hazardous materials to a new location in the event of a lab move, in compliance with state and federal regulations
• Shall remove and/or transport compressed gas cylinders in compliance with state and federal regulations
• Shall pack, move and set up sensitive equipment in the event of a lab move

Office of Research

• Review the lab closeout/move for any impact an existing grant or contract
• Shall keep an electronic copy of the completed and signed Lab Decommissioning Form for a minimum of 10 years

Procedures

General Procedures

• Notify EHS, Biosafety (if applicable), Rad Safety (if applicable) and Facilities Services at least four weeks prior to the lab closeout or move.
• Use appropriate safety controls and work practices for any cleanout activities. This includes wearing appropriate personal protective equipment (PPE) needed for the materials being handled (e.g. safety glasses, lab coat, gloves, closed-toed shoes, etc.).

Lab Closeouts

• Complete the Laboratory Decommissioning Checklist for Closeout (Appendix A).
• Secure all required signatures.
• Post a copy of the signature page in the sign holder on or next to the lab door.
• File the signed original in the corresponding academic department.

Lab Moves

• Complete the Laboratory Decommissioning Checklist for Lab Moves (Appendix B).
• Secure all required signatures.
• Post a copy of the signature page in the sign holder on or next to the lab door.
• File in the corresponding academic department.
• Lab moves will also complete the move-in process below

Lab Commissioning (Lab Move-In)

• Complete the Laboratory Commissioning Checklist for Lab Move-Ins (Appendix C).
• Secure all required signatures.
• File in the corresponding academic department.
• EHS will post your new door placard.

Recordkeeping

• A copy of the Laboratory Decommissioning Checklist signature page (Appendix A or Appendix B) shall be posted in the sign holder on or next to the laboratory door to be removed by new occupant and the signed original shall be filed in the corresponding academic department files for 10 years.
• The Laboratory Commissioning and Decommissioning Checklists shall be filed in the corresponding academic department files for 10 years.
• Copies of all documents should be kept by the Facilities Manager (if applicable), the Associate Dean’s office, EHS and the Office of Research for a minimum of 10 years.

Training and Information Requirements

None

References

None

 

Disclaimer

The information provided in these guidelines is designed for educational use only and is not a substitute for specific training or experience.

The University of Tennessee Knoxville and the authors of these guidelines assume no liability for any individual’s use of or reliance upon any material contained or referenced herein. The material contained in these guidelines may not be the most current.

This material may be freely distributed for nonprofit educational use. However, if included in publications, written or electronic, attributions must be made to the author. Commercial use of this material is prohibited without express written permission from the author.