Lab Safety Plan - Lab Audits and Compliance

14. Lab Audits and Compliance

14.1 Regulatory Requirements

14.1.1 Implementation of the necessary work practices, procedures, and policies outlined in this chapter is required by the following:

14.1.2 Applicable regulations include those promulgated by the U.S. Department of Labor including 29 CFR 1910.1450 “Occupational Exposure to Hazardous Chemicals in Laboratories” (the “Laboratory Standard”).

14.2 Laboratory Safety Audits

14.2.1 EHS has a comprehensive laboratory safety audit program to assist laboratories and other facilities that use, handle or store hazardous chemicals to maintain a safe work environment. This program helps to ensure compliance with regulations and to fulfill Kent State’s commitment to protecting the health and safety of the campus community.

14.2.2 As part of this laboratory safety program, EHS conducts periodic inspections of laboratories and other facilities with hazardous chemicals to ensure the laboratory is operating in a safe manner and to ensure compliance with all federal, state and university safety requirements. The primary goal of lab audits is to identify both existing and potential accident-causing hazards, actions, faulty operations and procedures that can be corrected before an accident occurs.  EHS will work with the Department Chair, Divisional Dean and University Administration to suspend or restrict any operation that “presents a significant imminent hazard associated with life safety, or the health and welfare of campus personnel or the public” until that hazardous condition or activity is abated.

14.2.3 The laboratory safety audit is comprehensive in nature and investigates all key aspects of working with hazardous chemicals.  While audits are a snapshot in time and cannot identify every accident-causing mistake, they do provide important information on the overall operation of a particular laboratory.   Laboratory audits categories include:

• Documentation and Training;
• Emergency and Safety Information;  
• Fire Safety;
• General Safety;
• Use of personal protective equipment (PPE);
• Housekeeping;
• Chemical Storage;
• Fume Hoods;  
• Chemical Waste Disposal and Transport;
• Mechanical and Electrical Safety.  

14.2.4. Once the audits are completed, EHS issues a Laboratory Audit Report via Flashtrain. The report identifies deficiencies in the laboratory, both critical and non-critical. Critical deficiencies are those that have the potential to lead to serious injuries or be of critical importance in the event of an emergency. These deficiencies must be immediately corrected. Non-critical deficiencies must be corrected within 30-days. Any deficiency that requires a “UFM Work Order” for completion should  be added to the Facilities Services Work Order system so that it can be expedited by University Facility Services(UFM). Lab personnel should know how to obtain a copy of the most recent Laboratory Audit Report.   For guidance on setting up a safe and successful lab, reference the PI and  Lab Supervisors Checklist.

14.3 Notification and Accountability

The laboratory audit program requires that Faculty/ Laboratory Supervisors and other responsible parties take appropriate and effective corrective action upon receipt of written notification of audit findings. Critical deficiencies are required to be corrected within 48 hours; non-critical deficiencies should be corrected within 30 days. Failure to take corrective actions within the required timeframe may result in an escalation of the notification to the Department Chair , Dean and Provost.  Depending on the severity of the deficiency, the EHS Director, in consultation with the Department Chair, Divisional Dean, and Provost, may temporarily suspend research activities until the violation is corrected. In some cases, the PI may be required to provide a corrective action plan to the EHS Director prior to resumption of research activities.  

14.4. Recordkeeping Requirements

Accurate recordkeeping demonstrates a commitment to the safety and health of the Kent State community, integrity of research, and protection of the environment. EHS is responsible for maintaining records of inspections, accident investigations, and training conducted by EHS staff.  Documentation of training conducted by EHS staff can be accessed via Flashtrain.  Departments or laboratories must document lab specific health and safety training, including safety meetings, one-on-one training, and classroom and online training.  Additionally, the following records must be retained in accordance with the requirements of state and federal regulations:

• Accident records – 30 years past the date of last employment
• Laboratory audit reports – 5 years
• Measurements taken to monitor employee exposures  over the Permissible exposure limit– 30 years past the date of last employment
• Chemical Hygiene Plan records should document that the facilities and precautions were compatible with current knowledge and regulations
• Inventory for Chemical substances
• Medical records must be retained in accordance with the requirements of state and federal regulations – duration of employment plus 30 year(Maintained by Deweese and Human Resources)