Hazardous Materials Approval Procedure

Table of Contents

• 1.0 Introduction
• 2.0 Responsibilities
• 3.0 Training
• 4.0 Procedures
• 5.0 Hazardous Material/Chemical Purchases
• Attachments: Flow Chart/Form/Reference

2.0 RESPONSIBILITIES

2.1 Requestor

Requestor is responsible for ensuring their department and end users of hazardous materials have the necessary knowledge, skills and training to safely handle, store, use, and dispose of hazardous materials before the hazardous materials are purchased. Responsible for submitting the Hazardous Materials Requiring Approval Form (attachment 2), if required, to P&CS.

2.2 Environmental Health and Safety (EH&S)

EH&S is responsible for this procedure, as well as, the development, implementation, approval and monitoring of hazardous materials on the SSU campus and auxiliary locations.

2.3 Colleges and Departments

It is the responsibility of deans, directors and department chairpersons to ensure their respective Colleges and/or Departments comply with the Hazardous Materials Approval Procedure, including, providing the necessary resources and personnel. 

2.4 Contracts and Procurement (C&P)

Contracts and Procurement is responsible to understand and participate in this program, as well as, to ensure chemicals requiring approval have received it, when reviewing purchases from ProCards or EREQs.

3.0 TRAINING

Requestors will be provided training as needed or required.  The training will cover the relevant safety and environmental documents/attachments and concerns that must be considered when submitting a request for hazardous materials. The training is available upon request to EH&S (safety@sonoma.edu).

4.0 PROCEDURES

These procedures apply to mechanism(s) used to obtain authorization to purchase a hazardous material to include Vendor Samples & receiving/gifting of used equipment (all Vendor Samples and receiving or gifting of used equipment MUST have EH&S approval).

All hazardous materials requests will be routed to a College or Department Requestor.

The Requestor shall consult Attachment 1 & 3, Hazardous Materials Approval Flow Chart and Hazardous Materials Search Reference, for each purchase to determine if the chemical requires EH&S approval.  If the chemical does not meet the criteria in Attachments 1 & 3, the Requestor can purchase the material per C&P guidelines/requirements.

If the hazardous material meets the requirements in Attachments 1 & 3, it will require EH&S approval.  The Requestor will complete Attachment 2, Hazardous Materials Requiring Approval Form and submit the completed form for review by EH&S.  Please email requests to safety@sonoma.edu

The Requestor is responsible to ensure employees have been trained on the hazards relative to the chemical/product, have the appropriate Personal Protective Equipment to handle the chemical, and a Safety Data Sheet has been reviewed and is available on MSDS Online for the chemical to be utilized.  EH&S will assist the Requestor to ensure environmental health and safety requirements are considered and implemented for the specific hazardous material.  Once the hazardous material has been approved for purchase, EH&S will sign Attachment 2, return the signed form to the Requestor, and/or their department will retain the approved Attachment 2 form for future purchases of the same material.  Once approval has been obtained on the Hazardous Materials Requiring Approval Form, it does not need to be requested again, unless policy or regulations change.

If the hazardous material is not applicable or included in Attachment 1 & 3, it is not necessary to send EH&S the Attachment 2 form.  The Requestor will review the request to ensure all applicable safety and environmental compliance requirements have been considered and implemented for safe handling, storage, and disposal before purchasing.  If the Requestor has concerns about a request, the concern should be resolved with EH&S before the hazardous material/chemical is purchased.