OBJECTIVES

To maintain a system in the use of laboratories for the students to do experiments in

their Science, Technology, Engineering and Mathematics (STEM) subjects and STEM
research.

To ensure safety of the users of the laboratories thru the proper use of the facilities
and equipment.

To lengthen the serviceable life of laboratory equipment thru preventive and

corrective maintenance.

To maintain a sufficient supply of laboratory consumables.

To guarantee that accuracy and efficiency of laboratory equipment thru calibration on

a regular basis.

To ensure compliance with existing standards on handling and disposal of laboratory

waste.

SCOPE

This procedure covers the following activities and the controls in managing the use
of laboratories:

● Laboratory Equipment and Supplies for STEM classes

● Laboratory Use in Independent Research
● Preventive and Corrective Maintenance of Laboratory Equipment
● Calibration of Laboratory Instruments
● Inventory of Laboratory Consumables
● Laboratory Waste Management

POLICIES

Borrowing, Returning and Disposal

Faculty members and students shall accomplish a request form to use laboratory
facilities and equipment.

The Science Research Specialist Teachers shall act on the request, schedule it
appropriately, and prepare the laboratory, and the necessary equipment, and supplies.

The SRS/SRA shall ensure that the laboratory is clean, orderly and safe.
Bringing of laboratory equipment or materials outside the school campus shall be strictly
prohibited except for authorized activities outside the campus.

Laboratory equipment or material shall be properly checked upon return by the

borrower.

Faculty members and students shall be held responsible for any damage or loss of
laboratory equipment loaned to them if found due to negligence or mishandling.

The Laboratory Custodian shall regularly conduct an annual inventory of all laboratory
equipment, and quarterly inventory of supplies. Any identified defective laboratory
equipment shall be requested for repair or replacement if needed.

Stock records shall be maintained for consumables to monitor the movement of stocks.

“First-In, First-Out (FIFO)” or “First to Expire, First-Out (FEFO)” shall be practiced for
consumable items.

Expired and damaged items shall be segregated, properly labeled

For chemicals, Safety Data Sheet (SDS) shall be available for each chemical being
maintained.
Expiration dates of the chemicals, if applicable, shall also be indicated.

The Lab Custodian shall implement proper disposal of laboratory waste.

Laboratory Safety

The Laboratory Custodian, in coordination with the Academic Unit

Heads (STEM), shall determine the Laboratory Safety Procedures
appropriate to their respective laboratories.

The Laboratory Custodian shall ensure that the Laboratory Safety

Procedures are posted in conspicuous areas in all the laboratories.

The faculty member/Science Research Teachers shall conduct an

orientation on Laboratory Safety Procedures to students.

Faculty members and students shall follow the Laboratory Safety

Procedures.

Appropriate safety attire shall be worn during conduct of experiments.

The Laboratory Custodian shall ensure the availability of medical

supplies in the First-Aid Kit at all times.

The faculty-in-charge shall supervise the activity inside the laboratory in

its entire duration.

Playing, eating, drinking, smoking, use of earphones or any form of

distraction are strictly prohibited inside the laboratory.

Gas outlets and lights shall be shut off when the laboratory room is not
in use.

Pathways to an exit or service door, safety equipment, safety shower or

fire extinguisher shall be free from any form of blockage.

Preventive Maintenance

The Laboratory Custodian shall conduct preventive maintenance

 activities for the laboratory equipment based on the Preventive
Maintenance Schedule to ensure that they are properly maintained.

Laboratory Equipment Repair/Service Form shall be maintained per

equipment.

Corrective Maintenance

Only trained personnel shall be assigned to repair the

machine/equipment.

The personnel performing any work shall observe all applicable safety
regulations.

Appropriate tags or signage for machines/equipment under repair shall

be placed at all times.

Laboratory Equipment Repair/Service Form shall be maintained and

updated per machine/equipment.

Calibration

A Calibration Schedule for Laboratory Equipment shall be prepared

annually for the identified instruments.

Instruments to be used for research purposes or public consumption

shall be subject to calibration.
Calibration sticker shall be placed on the calibrated instrument
indicating the identification of the instrument, date calibrated and due
date. In the absence of calibration sticker, calibration certification will
suffice.

Instruments, whose calibration status exceeded the due date should be

identified and not to be used.

Devices subject to calibration shall be calibrated by an approved

 external provider, or by trained ICA employees.

Third party calibration laboratories should be accredited to ISO 17025

whenever possible, as this provides the best control of calibration
activities, and traceability to national/international standards.

Any device failing to meet calibration standards will immediately be

taken out of service. The device may then be returned to Supply and
Property Management Unit for disposal of assets. Repaired devices must
be calibrated before being returned to service.

Measuring & monitoring devices must be stored and handled in a

manner that does not invalidate their calibration or ability to function
without error.

Where a device cannot be calibrated against traceable standards, it

must be verified against some known-good object or method. This may
be done by comparing the part against another part or tool which has
been evaluated and validated and proven as acceptable.

Records of calibration shall be maintained.

PROCEDURES

Use of Laboratory Facilities, Equipment and Supplies

Responsibility Activity

Lab Custodian 1. Plots the schedule of fixed laboratory classes

based on the class schedule of students
Faculty-in-charge
2. Accomplishes a Laboratory Reservation Form to
request the use of laboratory facilities and
equipment. For independent research, endorses
the request of the student

SRS 3. Acts on the request by scheduling the laboratory

activity, preparing the laboratory and the necessary
 equipment and supplies

4. Issues a Laboratory Request and Equipment

Accountability Form/ Reagent Request Form to the
faculty member prior to releasing the equipment
and supplies
Faculty-in-charge 5. Supervises the laboratory activity in its entire
duration

6. Accounts for equipment and supplies used after the

laboratory activity

SRS 7. Checks the quantity and quality of equipment and

supplies returned by the faculty member and
decides on what needs to be replaced or
refurbished

8. Indicates on the Laboratory Request and Equipment

Accountability Form whether equipment needs to be
repaired or replaced
 9. Manages the proper disposal of laboratory waste

Preventive Maintenance

Responsibility Activity

SRS/Lab 1. Identifies equipment that requires preventive

Custodian maintenance and includes in the Preventive
Maintenance Schedule

2. Performs preventive maintenance based on the

schedule or coordinates with external provider

3. Updates Preventive Maintenance Schedule or

receives Service Report from external provider

4. Reviews and evaluates preventive maintenance

performed

5. Updates Laboratory Equipment Repair/Service Form

6. Files the Preventive Maintenance Schedule,

Laboratory Equipment Repair/Service Forms, and
Service Report

Corrective Maintenance

Responsibility Activity
SRS/Lab 1. Prepares Work Request Form for damaged
Custodian equipment and facilities

2. Analyzes the problem and applies immediate

corrective measures, or coordinates with external
provider
 3. Updates Work Request Form and receives Service
Report if from external provider

4. Reviews and evaluates the repair done

SRS/Lab 5. Updates Laboratory Equipment Repair/Service Form

Custodian
6. Files the Work Request Form, Laboratory Equipment
Repair/Service Form, and Service Report

Calibration

Responsibility Activity

SRS/Lab 1. Identifies instruments that require calibration

Custodian
2. Prepares Calibration Schedule for Laboratory
Equipment and submits to Academic Unit Head/CID
Chief

Academic Unit 3. Approves Calibration Schedule for Laboratory

Head Equipment

SRS/Lab 4. Once approved, monitors the due dates for calibration

Custodian
5. Coordinates with external provider on the required
calibration

6. Checks if calibration sticker is attached to the

instrument

7. Files the Calibration Certificates from the external

provider
LIST OF FORMS AND REPORTS

Forms
Laboratory Reservation Form
Laboratory Request and Equipment Accountability Form
Reagent Request Form
Work Request Form
Preventive Maintenance Schedule
Calibration Schedule for Laboratory Equipment
Laboratory Equipment Repair/Service Form
Stock Record

Reports
Inventory Report
STANDARD OPERATING PROCEDURES
General Laboratory Safety Procedures
DO
 Know the potential hazards of the materials used in the laboratory. Review the Safety
Data Sheet (SDS) and container label prior to using a chemical.
 Know the location of safety equipment such as telephones, emergency call numbers,
emergency showers, eyewashes, fire extinguishers, fire alarms, first aid kits, and spill kits
which can be found on all campuses (IUPUI does not provide laboratory spill kits).
 Review your laboratory’s emergency procedures with your Lab Custodian to ensure
that necessary supplies and equipment are available for responding to laboratory
accidents.
 Practice good housekeeping to minimize unsafe work conditions such as obstructed
exits and safety equipment, cluttered benches and hoods, and accumulated chemical
waste.
 Wear the appropriate personal protective apparel for the chemicals you are working
with. This includes eye protection, lab coat, gloves, and appropriate foot protection
(no sandals or open toed shoes). Gloves must be made of a material known to be
resistant to permeation by the chemical in use.
 Shoes must cover the entire foot. Open toed shoes and sandals are inappropriate
footwear in laboratories. Fabric and athletic shoes offer little or no protection from
chemical spills. Leather shoes with slip-resistant soles are recommended.
 Contact lenses are not recommended but are permitted. Appropriate safety eyewear
is still required for those that use contact lenses. Inform the lab supervisor of the use
of contact lenses.
 Wash skin promptly if contacted by any chemical, regardless of corrosivity or toxicity.
 Label all new chemical containers with the “date received” and “date opened.”
 Label and store chemicals properly. All chemical containers must be labeled to identify
the container contents (no abbreviations or formulas) and should identify hazard
information. Chemicals must be stored by hazard groups and chemical compatibilities.
 Use break-resistant bottle carriers when transporting chemicals in glass containers
that are greater than 500 milliliters. Use lab carts for multiple containers. Do not use
unstable carts.
 Use fume hoods when processes or experiments may result in the release of toxic or
flammable vapors, fumes, or dusts.
 Restrain and confine long hair and loose clothing. Pony tails and scarves used to
control hair must not present a loose tail that could catch fire or get caught in moving
parts of machinery.
DON’T
 Eat, drink, chew gum, or apply cosmetics in rooms or laboratories where chemicals
are used or stored.
 Store food in laboratory refrigerators, ice chests, cold rooms, or ovens.
 Drink water from laboratory water sources.
 Use laboratory glassware to prepare or consume food.
 Smell chemicals, taste chemicals, or pipette by mouth.
 Work alone in the laboratory without prior approval from the Lab Custodian. Avoid
chemical work or hazardous activities at night or during off-hours. Have a partner
for assistance (use the “buddy-system”) during off-hours.
 Leave potentially hazardous experiments or operations unattended without prior
approval from the Principal Investigator, Lab Manager, or Lab Supervisor. In such
instances, the lights in the laboratory should be left on and emergency phone
numbers posted at the laboratory entrance.
Procedures for Proper Labeling, Storage, and Management of Chemicals
Proper chemical labeling and storage is essential for a safe laboratory work environment.
Inappropriate storage of incompatible or unknown chemicals can lead to spontaneous fire
and explosions with the associated release of toxic gases. To minimize these hazards,
chemicals in the laboratory must be segregated properly. The storage procedures listed
below are not intended to be all-inclusive but should serve instead to supplement more
specific procedures and recommendations obtained from container labels, Safety Data
Sheets (SDSs), and other chemical reference material

Labeling
 Manufacturer chemical labels must never be removed or defaced until the
chemical is completely used.
 All secondary chemical and waste containers must be clearly labeled with the
full chemical name(s) (no abbreviations or formulas).
 Small containers that are difficult to label such as 1-10 ml vials and test tubes can
be numbered, lettered, or coded as long as an associated log is available that
identifies the chemical constituents. Groups of small containers can be labeled as
a group and stored together.
 Unattended beakers, flasks, and other laboratory equipment containing chemicals
used during an experiment must be labeled with the full chemical name(s).
 All chemicals should be labeled with the “date received” and “date opened.”
 All laboratory chemical waste containers must be labeled with the name of the
chemicals contained.
 All full waste containers must be disposed of promptly. Waste containers must
NOT be filled to more than 90% of their capacity).
 Chemical storage areas such as cabinets, shelves and refrigerators may be
labeled to help the laboratory personnel identify the hazardous nature of the
chemicals stored within the area (e.g., flammables, corrosives, oxidizers, water
reactives, toxics, carcinogens, and reproductive toxins).

3.2.2. Safety Data Sheets

Safety Data Sheets (SDS) for all laboratory chemicals are required to be maintained in
the laboratory or on-line.
 The SDS for the exact chemical or mixture provided by the manufacturer of the
product must be available. The chemical identity and manufacturer found on the
label must match the chemical identity and manufacturer found on the SDS.
 All personnel must know how to access the SDS whether they are maintained on
paper or electronically.
 All personnel must know how to read and understand an SDS.

Additional guidance on how to read, understand, maintain and (if necessary)

prepare a Safety Data Sheet is available from IUEHS for your respective campus.
3.2.3. Storage

HAZARD GROUPS
 Flammable/Combustible Liquids  Unstable (shock-sensitive, explosive)
 Flammable Solids  Carcinogens & Reproductive Toxins
 Inorganic Acids  Toxins, Poisons
 Organic Acids  Non-Toxics
 Oxidizing Acids (Nitric, etc.)  Gases:
 Caustics (Bases) Toxic Gases
 Oxidizers Flammable Gases
 Water Reactives Oxidizing Gases
 Air Reactives Corrosive Gases
Inert Gases

 A defined storage place should be provided for each chemical and the chemical
should be returned to that location after each use.
 Chemical containers must be in good condition before they are stored.
Containers must be managed to prevent leaks.
 Maximum quantities of chemicals that can be in storage and use in laboratories
are found in the Uniform Building Code1, the Uniform Fire Code2, the International
Building Code3 and International Fire Code4. The tables maximum allowable
quantities are found in Appendix B. These codes place specific quantity limits on
storage of chemicals in all hazard classes and some are very low, such as those
for highly toxic gases and organic peroxides.
 Chemicals (including waste) must be separated and stored according to
their hazard group and specific chemical incompatibilities. Chemicals within the
same hazard group can be incompatible, therefore, it is important to review the
chemical label and Safety Data Sheet (SDS) to determine the specific storage
requirements and possible incompatibilities. Appendix B contains a partial list of
incompatible chemicals.
 Special attention should be given to the storage of chemicals that can be
classified into two or more hazard groups. For example, acetic acid and acetic
anhydride are both corrosive and flammable. In addition, nitric and perchloric
acids are both corrosive and strong oxidizers. Separate organic acids from
oxidizing acids using secondary tubs or trays in the corrosives cabinet. Refer to
the Safety Data Sheet (SDS) for proper storage procedures.
 Chemicals should be separated by distance. Physical barriers such as storage
cabinets and secondary containers should be used to prohibit contact
of incompatible chemicals in the event that they are accidentally released or
spilled.
 Secondary containers are highly recommended for the storage of liquid chemicals.
Secondary containers must be made of a material that is compatible with
the chemical(s) it will hold and must be large enough to contain the contents of
the largest container.
 Liquids should not be stored above dry chemicals unless they are stored
in secondary containers.
 Storage of chemicals within hoods and on bench tops should be avoided.
 Stored chemicals should not be exposed to heat or direct sunlight.
 Storage shelves and cabinets should be secure to prevent tipping.
Shelving should contain a front-edge lip or doors to prevent containers from
falling.
 Flammable and corrosive storage cabinets should be used when possible.
  Flammable liquids in quantities exceeding a total of 10 gallons in each laboratory
must be stored in an approved flammable storage cabinet.
 Only explosion-proof or laboratory-safe refrigerators may be used to store
flammable liquids.
 Liquid chemicals should be stored below eye level to avoid accidental spills.
 Chemicals must not be stored in areas where they can be accidentally broken
and spilled such as on the floor or on the edge of a bench top.
 Chemicals must not be stored in areas where they obstruct aisles, exits,
and emergency equipment.

3.2.4. Chemical Inventory Management

All reportable chemicals must be inventoried. A list of reportable chemicals can
be found in the appendices of the Chemical Hygiene Plan located at IUEHS.
In addition to reportable chemicals, all chemicals should be inventoried.
Inventories provide a method for tracking chemicals for ordering and re-ordering,
waste disposal, complying with the maximum allowable quantity limits in
accordance with the International Building and Fire Codes (found in
Appendix B), hazard communication, community right-to-know requirements,
and tracking dangerous or time-sensitive chemicals for safety and security reasons.

Inventories should contain all pertinent information including the following data:

 Chemical name (synonym or trade name found on the Safety Data Sheet),
if mixture list composition and percent of components.
 Chemical Abstract Service (CAS) number.
 Manufacturer.
 Product number.
 Physical state.
 Hazard class.
 Container size.
 Units of measure.
 Quantity or number of containers.
 Principal Investigator, Lab Manager, Lab Supervisor, or Chemical Hygiene Officer.
 Owner or researcher.
 Location (e.g., building, room number, cabinet).
 Receiving date.
 Opened container date.
 Expiration date.

Other information such as cost can be recorded as necessary for accounting purposes.
Expiration dates are of particular importance for time-sensitive chemicals that can
become dangerous with age. Several noteworthy time-sensitive laboratory chemicals
include:
 Chemicals that form peroxides.
 Picric acid and other multi-nitro aromatics.
 Chloroform.
 Anhydrous hydrogen fluoride and hydrogen bromide.
 Liquid hydrogen cyanide.
 Formic acid.
 Alkali metals (such as potassium, sodium, and lithium).
See Standard Operating Procedure (SOP 3.17), Peroxide-Forming Chemicals and Other
Time-Sensitive Materials, Procedures for Safe Handling and Management.