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MGH Research Safety Committee
Meeting #5
February 27, 2014
Harry W. Orf, PhD, Senior Vice President for Research
Robert Castaldo, Safety Director
Michael Fisher, Director, RSMG
Mary Gervino, Director, MGH Research Compliance
1. Incident Updates – Bob Castaldo 2. Presentation of Interactive Training Module – Carl Blesius 3. Organizational Structure Update – Harry Orf 4. Status and Updates from Task Forces Communications Task Force – Harry Orf Documentation/Policy Task Force – Bob Castaldo Chemical Hygiene Task Force – Bob Castaldo Lab Survey Task Force – Michael Fisher Training Task Force – Mary Gervino 5. Questions and Open Discussion
Agenda
Page 2
1. Incident Updates – Bob Castaldo 2. Presentation of Interactive Training Module – Carl Blesius 3. Organizational Structure Update – Harry Orf 4. Status and Updates from Task Forces Communications Task Force – Harry Orf Documentation/Policy Task Force – Bob Castaldo Chemical Hygiene Task Force – Bob Castaldo Lab Survey Task Force – Michael Fisher Training Task Force – Mary Gervino 5. Questions and Open Discussion
Agenda
Page 3
1. Incident Updates – Bob Castaldo 2. Presentation of Interactive Training Module – Carl Blesius 3. Organizational Structure Update – Harry Orf 4. Status and Updates from Task Forces Communications Task Force – Harry Orf Documentation/Policy Task Force – Bob Castaldo Chemical Hygiene Task Force – Bob Castaldo Lab Survey Task Force – Michael Fisher Training Task Force – Mary Gervino 5. Questions and Open Discussion
Agenda
Page 4
1. Incident Updates – Bob Castaldo 2. Presentation of Interactive Training Module – Carl Blesius 3. Organizational Structure Update – Harry Orf 4. Status and Updates from Task Forces Communications Task Force – Harry Orf Documentation/Policy Task Force – Bob Castaldo Chemical Hygiene Task Force – Bob Castaldo Lab Survey Task Force – Michael Fisher Training Task Force – Mary Gervino 5. Questions and Open Discussion
Agenda
Page 5
Organizational Structure
Page 6
MGH Safety Committee
Research Safety
Committee
Departmental Safety
Coordinators
Site Safety Coordinators
PI’s and Individual
Researchers
Unit Safety Coordinators
PI’s and Individual
Researchers
Lab Safety Coordinators
PI’s and Individual
Researchers
Support Department Staff
EH&S Radiation Safety
Biosafety Compliance
Research Management Animal Welfare
Occupational Health Police and Security Emergency Services
Research Space Management
Staff
Research Management
EH&S Department
Page 7
Organizational Structure
Department Unit Unit Location (Site)
Department Safety
Coordinator
Unit Safety Coordinator
Site Safety Coordinator
Lab Safety Coordinator
RSMG Analyst
Anesthesia Stuart Forman NH Cancer Center Research 149-6 Khaleda Haider Carolyn Gorka NH Cancer Center Research 149-07 Khaleda Haider Laura Libby NH Cancer Center Research 149-08 Khaleda Haider Carolyn Gorka NH Cancer Center Research Simches 4 Khaleda Haider Nicole Smith NH Cancer Center Research Jackson 9 Khaleda Haider Mary Lynch NH CCIB Chris Kelleher MC CCM Jason Fuller JK CHGR Vijaya Ramesh WH CRM David Machon NH CSB Peter Waterman WH Center for Wellman Labs Bobby Redmon MC CIMIT MF CTSA MF Dermatology John Dellorusso MC Emergency Service Blair Perry NH Medicine Cardiology MC Medicine CVRC MC Medicine CIID 149-6 (Mempel) Carol Leary E. Carrizosa WH Medicine CIID 149-6 (Elkhoury) Carol Leary Suzanne Hickman WH Medicine CIID 149-6 (Moon) Carol Leary James Moon) WH Medicine CIID 149-8 (Luster) Carol Leary Carol Leary WH Medicine CIID 149-8 (Means) Carol Leary Terry Means WH Medicine CIID 149-8 (Shreffler) Carol Leary Alex Ma WH Medicine CIID 149-8 (HMC) Carol Leary Vlad Vrbanac WH Medicine CIID 149-8 (Anthony) Carol Leary Robert Anthony WH Medicine CIID 149-8 (Hacohen) Carol Leary Alice Lan WH Medicine CIID 149-8 (Steere) Carol Leary Gail McHugh WH Medicine CIID 149-8 (Tager) Carol Leary Leaya George WH Medicine Diabetes Mary Larkin NH Medicine Diabetes Yen Yi NH Medicine Diabetes 149-3 Faustman NH
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Organizational Structure
Areas Not Yet Represented CIMIT Infectious Disease – 65 Landsdowne, 50 Staniford St.. 149-5 OB/GYN Renal Membrane Biology Lab for Lipid Metabolism and Technology – 149-4
1. Incident Updates – Bob Castaldo 2. Presentation of Interactive Training Module – Carl Blesius 3. Organizational Structure Update – Harry Orf 4. Status and Updates from Task Forces Communications Task Force – Harry Orf Documentation/Policy Task Force – Bob Castaldo Chemical Hygiene Task Force – Bob Castaldo Lab Survey Task Force – Michael Fisher Training Task Force – Mary Gervino 5. Questions and Open Discussion
Agenda
Page 9
MGH Research Safety Committee
Communications Task Force Update
Harry W. Orf, PhD, Senior Vice President for Research
Status and Updates from Task Forces
Action Items from 5th Meeting
Tracking Safety Training “Central” Database for all Research Personnel w/Reqd Training now under development (Research Personnel Database – RPD) Research personnel survey to review all personal data and ID training needs – top level questions completed, detailed ones under development (e.g., work with animals? which types….)
Purchase ID badge scanner for recording training attendance Will pilot with Rad Safety Training and at a Research Council meeting
Hazardous chemical purchases – notification system to forward SOP’s Electronic list of purchases generated weekly by Materials Management We will develop a process to notify PI’s and send information to a database to track who has hazardous materials and supply generic SOP’s to be customized
Met with Lab Survey Team Will develop portable survey tool and database Formalize documentation of issues, resolution, feedback
Communications Task Force Update
MGH Research Safety Committee
Safety Documentation Task Force Update
Robert Castaldo, Safety Director
Status and Updates from Task Forces
Section 1: Organization and Hazard Management Process Describes safety program organization, roles and responsibilities and safety management principles; directed primarily to management level staff
Policy Statement Research Safety Organization Hazard Management and Loss Control Process
Section 2: Safety for All Research Community Personnel Presents material everyone in the research community needs to know about safety in their workplace, regardless of their job role
Safety Training Requirements Fire and Life Safety in Research Facilities
Emergency Preparedness and Response
General Administrative Policies and Procedures
Safety (Incident) Reporting Occupational Health Services
Police and Security
Section 3: Safety for All Technical Laboratory Personnel Addresses general safety requirements applicable to all technical personnel working in labs
Chemicals Hazardous Waste Management
Electrical
Personal Protective Equipment
Safety and Emergency Equipment
Laboratory Signage
Lab Equipment
Section 4: Special Hazards Presents safety information for technical staff who also work with the following special types of hazards or situations
Animals Biosafety Radiation
Lasers Human Subject Research Safety
Section 5: Helpful Resources
Links Forms Templates
Research Safety Manual – Orientation Chart
MGH Research Safety Committee
Chemical Hygiene Task Force Update
Robert Castaldo, Safety Director
Status and Updates from Task Forces
Chemical Safety
Hazard Communication Information from: • inventory • labels • SDS • training - Health Stream modules
Chemical Hygiene Plan Organization level
1. Health Hazards 2. Physical Hazards
Safety Policies & Procedures re: acquisition through use and disposal • flammables • corrosives • reactives • toxics • compressed gases • cryogens • emergencies • spill management • waste disposal Chemical Hygiene Plan
Department-specific level
Tools and Resources • Hazardous chemicals definitions and standard safety requirements • SOP template
Tools and Resources
Two major concerns
Chemical Hygiene Task Force Update
Status and Updates from Task Forces
Status and Updates from Task Forces
Status and Updates from Task Forces
Status and Updates from Task Forces
Status and Updates from Task Forces
MGH Research Safety Committee
Lab Survey Task Force Update
Michael Fisher, Director, RSMG
Status and Updates from Task Forces
Laboratory Safety Surveys Update
• The Task Force’s charge is to develop and implement an ongoing laboratory safety surveillance process in collaboration with the various departments, laboratories, and principal investigators.
• The ultimate goal is to assist principal investigators in identifying and mitigating unsafe conditions in their laboratories.
Laboratory Safety Surveys Update
• Each laboratory at MGH will be surveyed annually.
• The survey team will consist of: – RSMG Operations Manager – Representatives from
• B&G • Environmental Services • Police and Security • Environmental Health and Safety
– Two lab managers at large – Lab manager from the laboratory being surveyed – Departmental Safety delegate
Laboratory Safety Surveys Update
• Pre survey worksheet
•For use by laboratory in preparation for survey visit
•Two weeks prior to visit
•Survey instrument
•Web based application for use by survey team
•Survey results
•Prepared by survey team within two weeks
•Distributed to departmental safety coordinator, principal investigator, and laboratory manager
•On line response detailing mitigation plan and completed items
•Follow-up approximately 3 months by RSMG representative
Laboratory Safety Surveys Update
Survey Schedules
Trend Reports
Survey Reports
iPhone, iPad, etc. for use by
survey team
Follow-up Reports
Pre-survey Work Sheet
CENTRAL DATABASE
APPLICATION
MGH Research Safety Committee
Safety Training Task Force Update
Mary Gervino, Director, Research Compliance
Rachel Ackman, Sr. Research Compliance Associate
Status and Updates from Task Forces
Training Templates
• Why – Ease transition to interactive format – Shape current content to be cohesive, straightforward,
to-the-point – Provide a standard for newly developed trainings
Template Outline
• Training Objectives • Policy Statement in laymen’s terms with link to
regulation • What does this mean for me? • How do I implement • Best Practices • Summary • Resources • Quiz
Training Objectives
• What do we intend to accomplish? – This training will show you how to… – This training will teach you about… – This training will provide…
Training Objectives
• Hypothetical: Controlled Substances Use in Nonhuman Research
• What do we intend to accomplish? – This training will explain how to comply with the law and
obtain the appropriate registrations (licenses), order controlled substances from established distributors, and maintain secure storage and accurate inventory of controlled substances.
Policy Statement in Laymen’s Terms
• Why is this training required? – You must do X because Y… – NIH/OSHA/etc requires X because Y… – Its important to learn X because Y…
• For additional information: – The MGH/Partners policy can be found here… – The Federal/State law or regulation can be found here…
Policy Statement in Laymen’s Terms
• Hypothetical: Controlled Substances Use in Nonhuman Research
• Why is this training required?
– State and federal law requires specific Research Registrations in order to purchase and use controlled substances for nonhuman research.
• For additional information: – The MGH policy can be found at
http://library.partners.org/MGH1/trove.asp?FI=Research+Compliance&DI=Non-Human+Research+Controlled+Substances+Policy+%26+Procedure&HU=EmptyURL
What does this mean for me?
• What do I have to do?
What does this mean for me?
• Hypothetical: Controlled Substances Use in Nonhuman Research
• What do I have to do? – Researchers must apply for the appropriate licenses,
ensure that all drugs are securely stored, and determine who in the lab should have access. Drugs can be ordered from McKesson Pharmaceutical, and veterinary drugs can be ordered through Patterson (Webster) or Butler-Schein.
How do I implement
• What are the steps to implement this training?
How do I implement
• Hypothetical: Controlled Substances Use in Nonhuman Research
• Step 1: confirm that your drug storage meets the legal requirements, which are x, y, and z
• Step 2: apply for your state and federal research registrations for controlled substances, if you do not already have them. – State application can be located
http://www.mass.gov/eohhs/docs/dph/quality/drugcontrol/app-researcher.pdf
– Federal application can be located https://www.deadiversion.usdoj.gov/webforms/jsp/regapps/common/newAppLogin.jsp
– If a state or federal agent would like to interview you or visit your lab, contact Research Compliance immediately
Best Practices
– Always do X – Never do Y – It’s a good idea to do Z
Best Practices
• Hypothetical: Controlled Substances Use in Nonhuman Research – Always maintain an accurate inventory of controlled substances in
your drug safe. – Never store items other than controlled substances and the inventory
log in your drug safe. – It’s a good idea to schedule a reminder to renew your license every
year.
Summary
• Recap highlights – Who – What – Why – When/where – How
Resources
• Who to contact • Where to go for more info (policy, other helpful websites)
Quiz
1. Incident Updates – Bob Castaldo 2. Presentation of Interactive Training Module – Carl Blesius 3. Organizational Structure Update – Harry Orf 4. Status and Updates from Task Forces Communications Task Force – Harry Orf Documentation/Policy Task Force – Bob Castaldo Chemical Hygiene Task Force – Bob Castaldo Lab Survey Task Force – Michael Fisher Training Task Force – Mary Gervino 5. Questions and Open Discussion
Agenda
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Page 43
Discussion!
Questions?
