Sonoma State University

Chemical Safety Committee Meeting Minutes August 3, 2020

Minutes

Present: Chris Angle, Christy Gorman, Roger Mamer, Gloria Allen, Shannon Edwards, Stephanie Thibault, Kandis Gilmore, Ryan Grumich, Shannon Edwards, Ruth LeBlanc, Sujan Bhattarai, Dan Crocker, Philip Mooney, Aimee Eicher

  1. Recap of the CSU Audit findings
    1. Student training

​​​​​​Ruth recapped audit that took place Sept-Nov 2019. Auditor found that SSU had not fulfilled requirements from previous audit thus, SSU had to submit a more robust response. One of those involved Student Training for laboratory courses. EHS developed a new form and procedure and it is now within the CHP. The CHP was vetted by SST Dean, and is similar to other CSUs who were also involved in audit. All Student Training forms must be meet or exceed the form contained in the CHP moving forward. Student training records from last semester will be looked at during EHS annual inspections (since it is audit related).

  1. Self-inspections 

Self-inspections are now available to complete using RSS system. EHS will sending out an email with instructions for use. Self-inspections must be completed for every location (laboratory/shop) within departments. Anyone who needs RSS training/re-training, contact Christy.

Discussion followed regarding timeline. Christy advised that EHS will begin conducting annual inspections starting mid-September 2020, so self-inspections should be completed before EHS comes to your area to inspect. Christy will be sending 30-day notices out prior to starting each area. Team was reminded on completing thorough self-inspections by marking all observations self-corrected action items. 

  1. Eye-wash & Safety showers 

Ruth reported that a new program has been developed and vetted with Facilities Management (FM).  This program (and all EHS programs) will be published to the new EHS website. Ruth advised to please check tags during self-inspections to ensure the eyewash/safety showers inspections are being completed monthly. Ruth reminded everyone to respond to Chris’s email for pictures of eyewash/safety showers observed during audit. Pictures of unblocked/unobstructed eyewash & safety showers are needed for the audit response.

Discussion followed regarding a non-working fume hood in Biology, and follow up needed. FM may need advisement of the different fume hoods contained in Biology.  Ruth advised that when contacting Facilities Management to cc her in the email so that EHS is made aware of any delays or concerns.  

  1. Hazardous Materials Procurement

EHS is working with Contracts & Procurement for a developed procedure on purchasing chemicals. Team was advised to keep purchasing as directed by Procurement. Question followed on purchasing and timelines, can chemicals be ordered with p-card or does each chemical need an E-req? Ruth advised that the p-card policy states that chemicals are not allowed to be ordered on p-card, this includes compressed gases. Team expressed that E-req purchases can take 6-8 weeks which is not effective for the laboratory classes, especially those that require viable substances. Ruth stated that EHS can work on a chemical list that may be pre-approved for ordering, and propose to Procurement.   

  1. Standard Operating Procedures/Project Hazard Analysis 

Christy reported that the RSS Assessments module is now available to complete Project Hazard Analyses (PHAs). Email will be sent out on how to use the system. Team was reminded that PHAs are required to be completed prior to research starting so, PIs need to get those completed ASAP.

  1. Chemical inventories 

Chris reminded team on the difference between the annual chemical inventory (required for Hazardous Materials Business Plan) and the hazardous waste inventory. The hazardous waste inventory is due quarterly, and this quarter it is due using the new format that was sent out via email. Chris reported that some are missing the hazard classifications, and reminded team that they need to be labeled accordingly to reduce cost of waste. Hazardous waste inventory due by Aug 7th.   

  1. Labeling and storage of Hazmat 

Chris reported that a Hazardous Materials training session was recently completed. Emphasis on labeling since topic received the most violations in audits. Chris reminded team about job aids available for specific labels. Label templates are available for anyone that needs them. 

Discussion followed regarding unknown contents of lecture-sized cylinders located in Biology fume hoods. Need disassembly for the bars and cylinders, and concern was expressed due to departing faculty. Ruth advised to send her an email (and cc Julie Barnes) detailing what is needed. EHS can bring an outside vendor in as needed, at the cost of the department. EHS can facilitate removing from campus, but not the dismantling. That responsibility belongs to the department. 

  1. Storage of chemicals in fume hoods 

Team was reminded that fume hoods are not storage cabinets. Do not store chemicals in them when not in use.

  1. New Chemical Hygiene Plan

Ruth opened up the meeting to any questions on new Chemical Hygiene Plan. It was noted that student safety training always comes under scrutiny, thus any department-tailored forms need to meet or exceed what is in the CHP appendix. It needs to emphasize no food or drink, due to the amount of observations on that topic in the audit. Storing chemicals in the fume hood was also a repeated observation. Question followed about CHP audience and responsibilities. Ruth responded that the CHP is for everyone on campus who uses chemicals. During the CHP updates, Ruth rewrote to be facilitative rather than punitive. Ruth expressed the need to embrace programs for a good safety foundation for campus. Thus, EHS wants feedback from all Chemical Safety Committee since all are stakeholders in the CHP. If any changes need to be made, the team can vet that now so let EHS know. 

  1. Discussion

Discussion followed regarding faculty lab self-inspections. Ruth reported that research will be back on campus amid Covid restrictions, but self-inspections will be needed in order for faculty to do research. Stephanie Thibault expressed that ISTs may have to help with RSS inspections, so it may take some time due to varied on-campus schedules. EHS is aware and assured team that although EHS annual inspections begin in September, it will take some time to get through each department so, we can work together on accommodating schedules. 

Discussion followed regarding custodial teams moving items in labs and not moving back. Ruth advised to send her email (and cc Julie Barnes) so she can approach the topic with the custodial team management. Phil Mooney reported that he sent Julie a list of places within his department that custodial staff should not clean, and advised team that they can send the same to Julie if needed.